Loading...
HomeMy WebLinkAboutHousing & Redevelopment Authority - HRA Support Documents 2018 Supporting Documents -HRA Office 1151 Friberg Ave Fergus Falls MN 565 37 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 Hhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 T : FROM: DATE: UBJECT: ENCLOSURE: MEMO Board of Director , Otter Ta il ounty HRA Jeffrey Gaffaney, Executive Director F bruary 8, 2018 Meeting to be held Thursday, February 15, 2018 at 10:00 a.m. at the HRA Office, 1 151 Friberg Avenue, Fergus Falls, M , 56537 Regular Minutes of th e December 21, 20 I 7 Meeting AGENDA 1. c.Jt.{irper on -all Meeting to Order 2. 4°pproval of Minutes 3. Executive Director A. 20 18 An~u~_HRA Ap poi ntment and Designa. tions I.~ Boa rd Officers for Fi ca l Y ar 2018 2. -~ Legal Publication for Fiscal Year 2018 3.~~~ Depositories for Fiscal Year 20 18 4.~RA Legal oun sel for Fiscal Year 2018 5J.JA Board Member Per Diem for Fiscal Year 2018 6. :..,rRA Mileage Reimbursement Rate for Fiscal Year 20 18 7. HRA Offici al Board Meeting Schedule for Fi cal Year 2018 B. mini strative Expense -Decem ber 20 .17 & January 2018 C. estment Listing D.~t r Tail Co unty Tax Forfeited Properties Update E. pita! Fund Progra m Update F. 0 18 MHF AM Ci tie · Participation Program 4. Reh , Specia list -Mikel Olson A. x Levy Update B. Levy Rental Update C. DP Update -All ities D.t lFA Update 5. Hou ng Administrator-Mary Jo Schwarlr\ t g ~ 6. ~~usi'~; ::~ag~~~•~;~c~~~t!nUpdate -~ .. .i~\>e1 A. Pub lic Housing Program Update PLEASE CALL IF YOU ARE UNABLE TO A TTEND! H~IJEFFIAg£1_ldas OTC \AGE DA o-rc;;;.,1JPPrM?cl1f~ 1ffousing Opportunities :-.' 0\ ,cl~ ,'--~'t' '' ''.;-;. • . ,,.! ,1 ~ ,, ,, __ ,.,, - The Otter Tail County HRA Board of Commissioners met in a regular meeting on, December 21, 2017 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537. MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice-Chairperson Robert Maki, Secretary Dave Johnson Carl Linderkamp OTHERS PRESENT Jeffrey Gaffaney Tanya Westra Kim Scheer Mikel Olson Pam Minten Kelli Drayton Scott Rocholl, Chairperson called the meeting to order. ABSENT Mary Jo Schwarz A correction was made to the spelling of Carl Linderkamps name in the minutes from the October meeting. A motion was made and seconded to approve the corrected minutes from the October 19, 2017 regular meeting. Ml Robert Bigwood S/ Dave Johnson Carl Linderkamp was welcomed by Jeffrey and signed the HRA Board member oath of office to fill the unexpired term of Ralph Hemmerlin which expires August 2020. Carl then gave a brief introduction of himself. The administrative expenses were reviewed for the month of October and November 2017. A motion was made and seconded with all ayes to approve the expenses. Ml Robert Bigwood S/Bob Maki The Investment Listing was reviewed; one certificate will mature in a few days, the only changes were the balances in the checking and savings accounts as of December 21, 2017. A new checking account was opened for the Dalton Small Cities Program. Jeffrey presented the Public Housing Accounts Receivables Report and requested a total of $5,478.66 be written off. It was noted that although the board is approving the write off, the amount owed has already been turned into Minnesota Revenue Recapture. Ml Bob Maki SI Carl Linderkamp Annual Administrative Contract renewals with the Otter Tail County HRA are necessary for the following contracts; Section ·g Voucher Program, Low Rent Public Housing Program, MHFA Rehab Programs and Otter Tail County Tax Levy Program. H:\Users\K.IM\M:inutes\2017 minutes\minutes -otc December 2017.doc The Board proposed that next year the HRA extend the contracts for 2 to 5 years on all contracts. This will be discussed with the Fergus Falls Board to see what their thoughts are. Section 8: the only change is to extend the dates from January 1, 2018 through December 31, 2018. Ml Robert Bigwood S/Bob Maki Low Rent Public Housing Program: the only change is to extend the dates from January 1, 2018 through December 31, 2018. Ml Robert Bigwood SI Bob Maki MHFA Rehab Programs: the only change is to extend the dates from January 1, 2018 through December 31,2018. Ml Robert Bigwood S/ Dave Johnson Otter Tail County Tax Levy Program: the only change is to extend the dates from January 1, 2018 through December 31, 2018. Ml Robert Bigwood S/BobMaki Jeffrey and Mikel gave an update on the tax forfeited properties in Ottertail and New York Mills. On Tuesday, December 19, 2017 Jeffrey and Mikel met with the County Board. Wayne Stein, Financial Services Director, County Auditor-Treasurer did a nice job presenting these four county properties: 209 Lake Avenue South, Ottertail -Offer made $2,500.00, property will be rehabbed 216 W. Nowell, New York Mills -Offer made $2,500.00, property will be rehabbed 104 Frazee Avenue, New York Mills -Offer made $0.00, property will be demolished 218 S. Tousley, New York Mills-Offer made $0.00, property will be demolished The likelihood of these county properties moving forward is very good. The individual city will need to sign an agreement, but no action is required by this board. Capital Fund update; window replacement and new metal roofs will begin on the family units in Henning and Underwood starting this winter or early spring. Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail CountyHRA. TLC Tax Levy Projects and Projects Leveraged with SCDP; 43 applications have been received, 18 have been approved, 8 were denied, 17 were inspected, 16 are in process and 10 are complete. 2017 Otter Tail County Tax Levy Rental program: 6 applications have been received, 6 have been approved, none were denied, 6 have been inspected, 6 are in progress and 6 are complete. H:\Users\KIM\Minutes\2017 minutes\minutes -otc December 2017 .doc 2 SCDP: Fergus Falls Homeowner Program update; 83 homeowner applications have been received, 18 have been approved, 16 were denied, 18 have been inspected, 17 are in progress and 12 are complete. It was noted that this program is done at the end of this month. SCDP: Rothsay/Elizabeth Homeowner Program update; 40 homeowner applications have been received, 9 have been approved, 11 have been denied, 9 have been inspected, 9 are in progress and 8 are complete. This program is also done at the end of this month. Mikel shared with the board a brief review of a special project he took on in Elizabeth. He contacted Pat Griffin at the Otter Tail County Jail who manages the Sentencing to Serve crew (STS). The STS crew was hired to clean a household that was being denied bids by contractors due to all of the household waste inside the residence. The project involved the removal of 4 tons of household waste and several trailers loads over the course of 4 days. Pat Griffin and the STS crew were highly appreciated for their job well done on the site. The HRA has intentions to collaborate with this group as much as we can to make sure the program remains in good standing. It was then suggested by the board of directors to deliver a tray of Christmas cookies to the inmates that worked on the Sentence to Serve Crew. SCDP: Henning Homeowner Program update; 41 homeowner applications have been received, 9 were approved, 2 were denied, 9 have been inspected, 9 are in progress and 8 are complete. SCDP: Henning Rental Program update; 10 applications have been received, 7 have been approved, none have been denied, 7 have been inspected, 2 are in progress, and one is complete. SCDP: Henning Commercial Program update; 9 applications have been received, 7 have been approved, none have been denied, 7 have been inspected, 2 are in progress, and one is complete. SCDP Dalton Homeowner Program update; 10 applications have been sent out and none have been returned. 2017 MHFA Deferred Loans update; no activity. 2017 Economic Development Program update; 11 applications have been received, 9 have been approved, 1 was denied, 9 have been inspected, 9 are in progress, and 6 are complete. 2017 HRA Revolving Rent Rehab Program update; 1 application has been received, 1 has been approved, none were denied, 1 has been inspected, none are in progress, and none are complete. Kelli Drayton, Housing Specialist, gave the census report on the Otter Tail County Section 8 Program. For the month of October there were 111 leased and HAPS totaling $37,966.00. In November there were 113 leased and HAPS totaling $39,310.00. The total activity was 13 annual re-certifications and 7 interim re-certifications. Seven participants ended participation and there were 9 new admissions. There are 193 families on the waiting list. 8 vouchers were issued, none are in shop mode, and 6 applications are in progress. There were no ports-in and 1 port-out pending. There were 4 ports out paid totaling $4,419.00 for October and 4 ports out paid in November totaling $4,203.00. The ELI percentage was 63%. A purge will be done on the waiting list at the end of the month as some applicants have been on since 2014. Pam Minten, Housing Manager, reported that rents payable for Public Housing for October 2017 were $2,280.00 and $2,063.00 was collected. There were $90.00 in late fees charged and collected and none outstanding. There were 33 applicants on the 2-bedroom public housing waiting list, 11 applicants on the 3-bedroom waiting list and 1 on the 4-bedroom waiting list. ELI 67%. H:\Users\KIM\Minutes\2017 minutes\minutes -otc December 2017.doc 3 One family moved out in Underwood on October 1, 2017 and a new lease was signed on October 20, 2017. In November 2017 rents payable totaled $2,093.00 and $1,917.00 was collected. There were $50.00 in late fees charged and $50.00 in late fees collected. There were no outstanding late fees collected. There were 34 applicants on the 2-bedrooin public housing waiting list, 13 applicants on the 3-bedroom waiting list and J on the 4-bedroom waiting list. Pam stated that the units scored a 93.65% out of 100% on the REAC Inspections. An HRA's REAC score can dictate future funding. Our next meeting will be held on Thursday, January 15, 2017 at .10:00 a.m. There being.no further business, a motion was made to adjourn the meeting at 11 :39 am. M/Bob Maki SI Robert Bigwood Robert Maki, Secretary Date H:\Users\KIM\Minutes\2017 minutes\minutes -otc December 2017 .doc 4 Program >TC Tax Levy-Homeowner {2018) lnly TL Projects .everagE!d w/ SCDP Projects "OTAL2018 nc Tax Leyy-Rental (2018) ;coP: Henning Homeowner Rehab ;cDP: Henning Rental Rehab iCDP: Henning Commercial Rehab iCDP: Dalton Homeowner Rehab iCDP: Dalton Rent Rehab iCDP -Preliminary Proposals VlHFA Deferred Loans-2018 m1s Economic Development mA Revolving Rent.Rehab Loan {2018) Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update February 1, 2018 Applications Approved Denied Inspected 6 3 0 3 0 0 0 0 6 3 0 3 0 0 0 0 51 11 2 11 10 7 0 7 9 7 0 7 23 1 1 1 1 0 0 0 Proceed Issued Complete 2 0 0 0 •, 2 0 0 0 9 8 2 1 2 2 0 0 0 0 will begin mapping Battle Lake/Otter Tail and possibly neighborhood in Fergus Falls 0 0 0 0 0 0 2 2 0 2 0 0 2 2 0 2 1 0 February 15, 2018 OTTER TAIL COUNTY HRA INVESTMENT LISTING I.D. # 41-1518930 FINANCIAL FUND DESCRIPTION PRINCIPAL INTEREST INTEREST PURCHASE MATURITY INSTITUTION RATE PAID DATE DATE CERTIFICATES --- ---- Security State Bank OTC Tax Money Market 301,503.94 .50% Maturity Renewed Fergus Falls Levy Certificate #215353 Automatic Deposit 12/28/17 6/28/18 SAVINGS ACCOUNTS ----. --, ----- Security State Bank Section 8 Adm.in Weekly Money $19,893.02 .05% Monthly Account Fergus Fall Reserve Market Savings #9312-004634 Security State Bank Public Housing Commercial Money $7,057.46 .05% Monthly Account Fergus Falls Security Deposits Market #9312015673 CHECKING ACCOUNTS --------- -. ---------- Section 8 Existing OW Account $49,507.13 Public Housing NOW Account $3,025.99 MHF A-Loan Account OW Account $24,848.91 Otter Tail County Tax Levy OW Account $300,216.23 MHFA-HOME Account NOW Account $832.52 Dalton SCDP Program OW Account $1,000.06 H:\Users\JEFF\INVESTMENT LISTINGS\2018\invest list otc -Jan 2018_doc ,... ~ ' .,,, ~ ., . Jet( Gaffaney From: Sent: Wayne Stein <wstein@co.ottertail.mn.us> Tuesday, January 23, 2018 5:40 AM To: Jeff Gaffaney Cc: Mikel Olson Subject: RE: Tax forfeited properties in Ottertail City & New York Mills January 23, 2018 Dear Mr. Gaffaney, I will attempt to draft resolution for the February 6th Board of Commissioners meeting. Sincerely, Wayne Stein, County Auditor-Treasurer Government Services Center 510 Fir Ave W. Fergus Falls, MN 56537 Office Line -218 998-8030 DirectLine-218 998-8041 ........ . . ...... . .. . -~·. .. -. From: Jeff Gaffaney [mailto:ffhra@prtel.com] Sent: Monday, January 22, 2018 2:48 PM To:·Wayne Stein <wstein@co.ottertail.mn.us> Cc: Mikel Olson <mikel_ffhra@prtel.com> Subject: Tax forfeited properties in Ottertail City & New York Mills Wayne, I am following up on our meeting with the County Board held on 12/19/2017 regarding the above mentioned properties. Attached are the original letters/offers that were made to the County that day. Also·attached are the resolutions the Board wanted us to get from the respective communities stating those two Cities would not be recertifying any assessments that were in existence at the time of forfeiture to the State of Minnesota. Following are our original offers: 216 West Nowell, New York Mills -$2,500.00 (will be rehabbed) 209 Lake Avenue South, Ottertail City -$2,500.00 (will be rehabbed) 104 Frazee Avenue, New York Mills -$0.00 (will be demolished) 21:8 South Tousley, New York Mills -$0.00 (will be demolished) How do you think we should proceed from here? Mike and I would be very willing to attend another Board meeting to-discuss this proposal further if you think that is best. Thank you, Jeff 1 0 EOU,_~ HOU$NG OPPOATU>llTY Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 Otter Tail County HRA 2018 Appointments & Designation s 1. HRA Board Officers: 2. 3. 4. 5. 6. 7. Chairperson Vice Chairperson Secretary Legal Publication: Depository: (Banks) HRA Legal Counsel: HRA Board Member Per Diems: Amount/Meeting Current IRS Mileage Rate $ $ Proposed HRA Mee~chedule_: 1 \ ( See Attachment f'(lr,; ~ --c::::: H:\Users\JEFF\OTC board app & des.doc Providing Housing Opportunities 0 EOUAL ltoU$1NG OFPOIHUftllTI' 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 ffh ra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 CURRENT OTTER TAIL COUNTY HRA BOARD OFFICERS: 1. CHAIRPERSON -SCOTT ROCHOLL 2. VICE CHAIRPERSON -ROBERT BIGWOOD 3. SECRETARY -ROBERT MAKI CURRENT LEGAL PUBLICATION: 1. FERGUS FALLS DAILY JOURNAL-FERGUS FALLS CURRENT BANK DEPOSITORIES: 1. SECURITY STATE BANK -FERGUS FALLS CURRENT LEGAL COUNSEL: 1. CLINE JENSEN P.A. -FERGUS FALLS HRA BOARD MEMBER PER DIEMS: 1. CURRENTLY -$75.00 PER MEETING 2018 HRA MILEAGE REIMBURSEMENT RATE: 1. CURRENTLY -.545/MILE 2018 OFFICIAL MEETING SCHEDULE: SEE ATTACHED SCHEDULE ----=------------Providing Housing Opportunities ___________ ____;;_;;___;;- L¥'J.l.l.U.l'\.t,;J-Vt.U Ut.at.-UL\,;i:l .r-age 1 or 1 Minnesota Statutes 469.011 AUTHORITY OPERATIONS. Subdivision 1. Powers in commissioners; quorum. The powers of each authority shall be vested in its commissioners in office at any time; a majority of whom shall constitute a quorum for all purposes. Subd. 2. Officers; bylaws. Each authority shall select a chair and a secretary from among its commissioners and shall adopt bylaws and other rules for the conduct of its affairs that it deems appropriate . . Subd. 3. Meetings. The regular meetings of an authority shall be held in a fixed place, except that meetings of a multicounty authority may be held anywhere within the boundaries of the area of operation of the authority or within any additional area where the authority is authorized to . undertake a project, and shall be open to the public .... Subd. 4. Expenses; compensation. Each commissioner may receive necessary expenses, including traveling expenses, incurred in the performance of duties .. Each commissioner may .be paid up to $75 for attending each regular and special meetin.g of the authority. Commissioners who are full-time state employees or full-time employees of the political subdivisions of the state may not receive the daily payment, but they may suffer no loss in compensation or benefits from the state or a politjcal subdivision as a result of their service on the board. Commissioners who are elected officials may receive the daily.payment for a particular day only if they do not receive . . any other daily payment for public service on that day. Commissioners who are full-time state employees or full-time employees of the political subdivisions of the state may rec~ive the expenses provided for in this subdivision unless the expenses are reimbursed by another source. History: 1987 c 291 s 11; 1992 c 376 art 3 s 2; 1993 c 369 s 144; 2000 c 455 art 2 s 5 https://www.revisor.mn. gov /statut.es/?id=469.011 RS:Announces 2018 Standard Mileage Rates The Internal Revenue Service (IRS) has issued the 2018 optional I El f . standard mi leage rates used to calculate the deductible costs of ope::rating an automobile for business, charitable, or medical purposes. 2018 Standard Mileage Rates Beginning on January 1, 2018, the standard mileage rates for the use of a car, van , pickup , or pan el truck will be: • 54.5 cents per mile for all business miles driven (up 1 cent from 2017, • 18 cahts per mile driven for medical purposes (up 1 cent from 2017) • 14 cents per mile driven in service of charitable organizations (unchanged from 2017) •• •,' Taxpayers always have the option of calculating the actual costs of using their vehicle rath er than using th e standard mileage rates. 2 Otter Tail County HRA 2018 Scheduled Board Meetings February 15th, 2018 April 19th , 2018 June 21 st, 2018 August 16th, 2018 October 18th, 2018 December 20 th, 2018 H:\UsersVEFF\otc scheduled meetings.doc 10:00 A.M. 10:00 A.M. 10:00 A.M. 10:00 A.M. 10:00 A.M. 10:00 A.M. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF December, 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. ! $ Networks For Hire $ New Horizon Ag Service $ Home Depot $ URP $ URP $ RHR $ Ballard Sanitation $ N .F. Field Abstract $ Mark Gaworski Accounting $ Cursor Control $ Scott .. Rocholl $ Robert Bigwood $ Robert Maki $ Carl Linderkamp $ David Johnson Anytime Plumbing Housing Data Systems $ Pine Plaza Appliance $ Salaries $ H:\Users\JEFFIOTC HRA EXPENSES 2014-2017\0TC HRA EXPENSES DECEMBER 2017 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 75.00 41.30 155.69 139.27 535.61 273.00 729.47 1,003.12 487.12 67.90 150.00 437.71 71.87 50.00 100.00 130.00 118.70 85.00 700.00 732.50 87.84 75.00 133.85 117.80 $101.75 $83.00 1,580.00 83.91 12,026.28 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JANUARY 2018 Bank of the West -Office Rent Lakes Country Service Coop -Health Ins. Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Ally -Vehicle Lease Mikel Olson -Mileage & Phone Jeffrey Gaffaney-Mileage Mary Jo Schwarz -Mileage City ofPelican Rapids City ofNew York Mills City of Underwood City of Henning American Family Insurance Co. Otter Tail Power Co. Great Plains Gas Co. New Horizon Ag Service Home Depot URP URP Networks For Hire N.F. Field Abstract Pine Plaza Appliance Culligan Water Co Esser Plumbing & Heating· The Schiff Group Otter Tail County Treasurer Salaries H:\Users\JEFF\OTC HRA EXPENSES JANUARY 201 B '$ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150;00 $ 186.73 $ 34.80 $ 172.22 $ 143.14 $ 551.54 $ 280.80 $ 831.94 $ 1,003.08 $ 686.10 $ 179.29 $ 587.90 $ 23.48 $ 50.00 $ 100.00 $ 150.00 $ 170.00 $ 105.67 $ 50.00 $ 132.75 $ 175.00 $ 2,139.14 $ 12,464.29 ' m, MINNESOTA HOUSING PARTICIPANT NAME Alexandria, City of Anoka County Blue Earth County Bluff Country HRA -(Fillmore and HOlJSton) Breckenridge, City of Carver County Chippewa County Chisago County Clay County Cloquet, City of Crow Wing County Freeborn County -(Albert Leo administrates) Grant County Headwaters Regional Development Commission - (Beltrami, Clearwater, Hubbard, Lake of the Woods, Mahnomen) Hennepin County Kandiyohi County McLeod County Mower County North Mankato, City of NW MN Multi-Co. HRA -(Ki!lSon, Marshall, Norman, Penn ington, Polk, Red Loke, Roseau) ALLOCATION $232,290 $5,965,985 $1,147,964 $679,655 $100,000 $1,721,784 $100,000 $937,132 $1,076,078 $210,489 $1,095,141 $523,204 $100,000 $1,453,611 $13,991,313 $726,917 $613,501 $670,637 $236,362 $1,468,070 Minnesota City Participation Program (MCPP) 2018 Participant Allocations PARTICIPANT NAME ALLOCATION Oakdale, City of Olmsted County Otter Tail County Ramsey County Red Wing, City of Rice County Scott County SE MN Multi-Co. HRA -(Goodhue, Wabasha, Winona, excluding Red Wing ond Winono) Sh erburne County St. Cloud, City of St. Louis County Steele County -(Owatonna administrates) Stevens County SW Reg ional Deve lopment Commission -/Cottonwood, Jackson, Lincoln, Lyon, Murray, Nobles, Pipestone, Redwood, Rack) Swift County Washington County Winona, City of $478,046 $2,618,738 $267,642 $4,041,942 $283,111 $1,122,639 $2,437,304 $1,280,921 $1,481,007 $869,52" $1601 $3,8!'" Minnesota Housing I 400 Wabasha Street North, Suite 400 I Saint Paul, MN 55102-1109 I 800.710.8871 I 651.296.8215 I mnhousing.gov A A ...ll ~ ,A ..2[ ,ll. ~ ,A ,19. ,21 ..11 ..ll ~ ._ll ,]!. .E. ..M ~ _.!2 ~ .£ ~ •• 7s -•e -.£. ..1!. .!! ..a f,li ~ :H 64 i 69 HUD ,, MN177 HCV l easing and Spending Projection . B C D E F G H I J ,,}~!.l Vouchers Other Planned New Leasing Es ·mated UMLs: UMAs Actual UMLs Actual HAP Issued/Projected Additions/ from Issued Attrition ActuaVProjected Tn C>o 1«,.oS n-•----'---·----·-- Jan-17 Feb-17 Mar-17 Aor-17 Mav-17 Jun-17 Jul-17 Aua-17 Seo-17 Oct-17 Nov-17 Dee-17 Total .,,Jfliot; Jan-18 Feb-18 Mar-18 Aor-18 Mav-18 Jun-18 Ju~18 Aut>-18 Seo-18 Oct-18 Nov-18 """-18 Total 16 14 8 12 C 10 '" ::, ., .!!! Comments 140 105 $34 314 5 105 140 107 $36 111 14 107 140 106 $35 757 5 106 140 108 $37 118 8 108 140 109 $37 655 2 109 140 112 S38 787 2 112 140 111 S39 273 1 111 140 112 S39197 12 112 140 111 $38.517 2 111 140 111 $37,966 6 111 140 113 $39 310 3 113 140 I< ,n 5 116 1,680 T.321 $4."4 .'79 65 0 11 -33.8 1 321 140 < 118 $41,297 5 118 140 115 115 140 :::: 1 -3.0 113 140 =---~ o -2.9 110 140 ~ ~ 0 -2.8 107 140 = :::;: == = -= o -2,8 105 140 -., CC! -~ 0 -2.7 102 140 -" ~ -·..a 0 -2,6 99 140 -· cu: ~ -,.._-o -2.8 97 140 --~-o -2.5 94 140 0 -2.4 92 140 0 -2.4 89 1680 233 $83 508 5 0 3 -32.8 1 242 Issuing/New Leasing/UML Trend 140 .__.Ill ~~-+-• .---.---.1-r-r-_._..__._--.....-.-.,~_._...__.,___..,._--.,___. -·----------- ----- 120 100 C s: 80 r-en 60 40 20 0 -vouchers issued or projected to be issued -Projected New Leasing from Issued Vouchers -Actual or Projected Units Leased K L N 0 p 0 HAP: PUC: Cumulative o/o Cumulative% Monthly ABA Actual/Projected ActuaVProiected M Manual PUC Override Anouat Leased Eligibility Monthly UML % ~----·-· Expended % s34 314 $36111 S35 757 $37 118 $37 655 $38 787 S39 273 $39197 $38 517 $37 966 $39 310 $40 524 $454 529 $41 297 $42 211 $41,381 $40 441 $39 433 $38 414 $37 422 $36 455 $35 513 $34 596 $33 702 $32 831 $453 695 11-~ 'O C '" <{ m <{ .2:-,:: c 0 ::. $327 75.0% 90,7% 75.0% 90.7% $337 75.7% 93.1% 76.4% 95.4% $337 75.7% 93.5% 75.7% 94.5% $344 76.1% 94.7% 77.1% 98.1% $345 76.4% 95.6% 77.9% 99.5% $348 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% S347 77.9% 98,9% 79.3% 101.8% $342 78.0% 990% 79.3% 100.3% $348 78.2% 99.5% 80.7% 103.9% $349 78.6% 100,1% 82,9% 107,1% $344 78.6% 100.1% $350 84.3% 109.0% 84.3% 109.0% $367 83.2% 110.2% 82,1% 111.4% $367 ;;,_;; 82.3% 109.9% 80.5% 109.3% $367 81.4% 109.1% 78,7% 106,8% $367 . 80.5% 108.1% 76.7% 104.1% $367 79.5% 107.0% 74,8% 101.4% $367 78.6% 105.8% 72.8% 98.8% $367 77.6% 104 6% 70.9% 96.2% $387 76.7% 103.4% 69.1% 93.8% $367 75.7% 102,2% 67.3% 91.3% $367 74.8% 101.0% 65.6% 89.0% $367 -73.9% 99.8% 639% 86,7% $365 73.9% 99,8% Spending v. Funding $45,000 ---i $40.000 --- $35,000 --------$30,000 $25,000 $20,000 $15,000 $10,000 $5,000 so ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ,.::.-f>_,,<f_,.._<f ,.::.-f>_,,<fr_,._<f ~!J'_,._ffe ,,,{•"'..,,<P ,.::.-f>_,..,<f ,,<fjf f,f> ,,,<,>,\,{f_,.:,,i' ,,<fr_,,ffe_,,<,>,"'_,# ,,<f_,.:,,i' "' ·v ,,. ~ v:r 'O' '\ <a o_;: ,._'J' ..,_..,. .,:.v ...; ·v ~ '>i "7J> 'O' '\ 'Ct ~ .,_\l' ..._.... -zv 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 2/8l'2018 R A 8 C 0 PHAName oUer I•ll County HRA PHA Number MN177 ACC/Funding Information Current Year Year2 Year3 (2017) (2018) (2019) Beg,nn,ng ACC 140 140 140 Vouchers ra"lr.f.!!;!;I Current Year Year2 Year3 -~· .. ' (2017) (2018) [2018) lailiill\A. fllo.®:lg_ $454,097 $454,529 $453,695 ~ Off$8l of HAP $0 $0 $0 Reserves ~ . I .Ewlifulll $0 -I tl!m~cc !.laili $0 $0 so EllmllD.g Total ASA Funding $454,097 $454,529 $453,695 Provided PHA Income $0 $0 J l ;;:i - Tola! Cast,. " Supported Pnor $28,989 S28,557 $29,391 Year-End Reserves 15 ,... ,. Total Funding $483,086 $483,086 $483,086 Ava,lablG 17 • MN177 HCV Leasing and Spending Projection G H I Ut lution Re ort: Funding Proration/Offset Program Projection Variables Success Rate 20% Year 2 (2018) 100.0% Rebenchrnark Yeer 3 (2019) 1000% Rebenchmark Time from Issuance to HAP Effective Date (Current: 2.2 months) Year 2 (2018) 0.0% Offset % leased ,n 30 25% days % leased 1n 30 40% to60 days % leased in 60 25% to 90 days I Year 1 (2017) % leased in 90 10% to 120 days Year 2 (2018) % le'5ed in 120 i;;;::, 0%)/ to 150days HUO•Held Reconciliation .1llU9.1§. Cash Sufficiency Check R~lllif20 HUD-eslabllshed HUD-established CYEHHR $16,198 CYE HHR {Recon Line 19) (Recon line 19) HUO-est,mated PHA-Held Cash Net Excess Cash; $12,791 $58,605 12/31/2016 (Recon line 19 (VMS) HUD-$28,989 $74,803 HUD-Reconcil&d Reconc,Jed (Cash Capped) Lower of H17A17 $28,989 lower of H17A17 {May Override) (May Override) HUD-Reconciled Excess Cash v PHA RNP !12/31/201 61 HUOv. PHA $15,322 <-vm;;,c.v d>flerence: RNP =.=e::=-=-.i:=111-($2,531 00) or EOY Excass 0.6%ofEhgibiot) ~••h • .>, ls12 791 Page 1 Annual Turnover Rate M N 0 R Leasing and Spending Outcomes: Current and Following Year Projections 31.0o/, UML %ofACC 78.6% 73,9% (UMA) HAP Exp as% 94.1% 93.9% All Funds HAP Exp as% 100.1% 99.8% of Eligibility only Projected 12131 Total HAP $28,557 $29,391 Reserves HAPRese,ws as" ofABA 6.3" 6.5" (Stan 8 4") Potential 0 0 Terminations Administrative Fees Analysis . I . : <• 7,200 UMLs > 7,200 UMLs Admln Fees {No Proration) (No Prorabon) Eerned(PY: $55,645 $52,159 $64,723) $57.97 $54.10 Expense $141,439 $142,284 i-vn9n5&~ 254.2% 272.8% MN177 has a cost per UML of $117.39 Based on t1'ltt most recent. offieit1! (tnd of fiscal y.ar) uNP, compared to lts EtrnlngsJUML & Size pelt group of S4513(e dlfferenceof 61.6%} MN177 hH a prOfeClt,d 2017 Calen<f_, YMr-End (CVE) UNP ol and its stale !)Mr group (of au PHAs \n the (SlS5,S74) (or --6!>7'61 Of CY 2017 El/Md' Admtn F ... ) .and t state) of .553.92 {a difference of 64 1%) 2018 eve ~P or (iMSS.-)(or-873 110 orcv 2018 E•mod AominFHI) 218'2018 I. SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM DECEMBER & JANUARY, 2018 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 %/To Date 18 14 1 0 0 0 0 ~ 11/ 1 ✓ _/ 4/$3743; 4/$388r 0 6 Request to Amend Section 8 Administrative Policy Section 4.8.I Current Policy -The Fergus Falls/Otter Tail County HRA will deny assistance to applicants who: I. Have a household member who is subject to a lifetime registration requirement under a State sex offender registration program; Furthermore, lifetime registered sex offenders will be denied for life. Proposed Policy -The Fergus Falls/Otter Tail County HRA will deny assistance to applicants who: I. Have a household member who is subject to a registration requirement under a State sex offender registration program. Lifetime registered sex offenders, by Federal regulation, are to be denied for life. If the registration requirement is not for a lifetime, the household member may be considered eligible once the registration requirement is lifted (e.g. in the case where an individual is registered for 10 years vs a lifetime). OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JANUARY 2018 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 Networks For Hire N.F. Field Abstract Pine Plaza Appliance Culligan Water Co Esser Plumbing & Heating The Schiff Group Otter Tail County Treasurer Salaries H:\Users\JEFFIOTC HRA EXPENSES JANUARY 2018 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 186.73 $ 34.80 $ 172.22 $ 143.14 $ 551.54 $ 280.80 $ 831.94 $ 1,003.08 $ 686.10 $ 179.29 $ 587.90 $ 23.48 $ 50.00 $ 100.00 $ 150.00 $ 170.00 $ 105.67 $ 50.00 $ 132.75 $ 175.00 $ 2,139.14 $ 12,464.29 From: Sent: To: Jeff Gaffaney <ffhra@prtel.com> Wednesd ay, December 13, 2017 1:03 PM 'Viana, Nicola (MHFA)' Subject: RE: MCPP 2017 FINAL Report Nicola, I certa inly understand our allocation should be lower based on 2017 numbers. We will apply in 2018. Thank you, Jeff From: Viana, Nicola (MHFA) [mailto:nicola.viana@state.mn.us] Sent: Wednesday, December 13, 2017 12 :07 PM To: Otter Tail County HRA <ffhra@prtel.com> Subject: FW: MCPP 2017 FINAL Report Hi Jeff, I just left you a message -I'd like to talk with you about your allocation amount for next year since your usage was below 50% in 2017 . You can still participate in 2018! So I encourage you to send in your app and agreement. But the allocation amount will be $267,642 because that is how much your county had in loan commitments this year. You can still do more loans than this -we'll use our other agency resources to fund loans. Please cal l if you want to discuss. It can get a little confusing.© Nicola Viana Training Coordinator and Program Manager Minnesota Housing 400 Wabasha Street North, Suite 400 I St. Paul, MN 55102 Direct: 651.297.9510 I Fax: 651.296.8292 Housing is the foundation for success. m il MINNESOTA HO·U'SINC From: Viana, Nicola {MHFA) Sent: Friday, December 08, 2017 1:38 PM Subject: MCPP 2017 FINAL Report Hello MCPP Participants, mnhousing.gov 1 lDl"JMCJ"PUt,•1• ll♦pon•J c,f 11-4-17 ~I to Stitt UpPr01t-1ffl LGa1110NyJ N111t<MO'P EJll;lble Surt \Jp 1-AIIM<::tla•nj MSt1pV,W-• ~--·-'---· ··-·-· ···-····-~ ·-· ·-·-· ·--· -·-· -~~---- ~ t1~Jfr1t♦bo111 C.. ' 0 1n,,o, 11 SI n)1,9UOO ns.41u1.9111 ):J,~ 0 S 0 0 Alv-tftlk11 l09..520~t ' UU•"·OO ISIUlS5.4lll ""' I 206060-00 • I 166.910.00 Anoh 541'M1,H ,., St•94.ttl.OO I 11061' .. ll 714 304.00 10 2112 17.00 "' JIU.)0 .• 75.00 81uthnh 1039 419.99 11 108 5 .00 ,,.. • s 495.971.00 0 s 111541.00 BlvffCouAtno HM ,u 115.04 . !ll!.68'.00 151'6 0 0 1l'l 75.00 8r«ci:1t11ridu 00000.00 ' 404142,00 "'" 0 0 ,,,,..., 1 551 740.U " 5Mi770l,OO 385" " 1611615.00 , l64 l90.00 I 103 lSO.OO Chlllll....,J no,uJl I 75.15 ,00 ... 0 0 0 chin u 1SlJ41.JS " 6506154.00 765" 10 I 9110Sl.OO 0 S-49366.00 Cl•v ,,,,u.,. 37 55l6774,00 , ... II 1,111 11.00 0 l ]941SJ.OO ,io.,,.,,tt . Ho.61 . 5475 730,00 141" I 121-906.00 0 I 71.SOl 00 , __ 991.o«,69 • 6S0671.00 ... ' 199 067.00 0 Vr•"' I 100000.00 I t!iJ.ll'i5,00 $45,o.oo ... IS 12020.00 0 0 ~•td\Jo:l\tfl 11-1oR.H Of!Y. l'omrniulDII I ..... " l tJ5'lJ5.00 560,9411 '""' • l.12615?00 0 l )01.034.00 "" U70t?H.57 ... s.2 t.St ,n.oo fU.o. 0..592.OJI ·-, .. n.177,00,00 19 ]79075-6.00 .. t2S4..10].00 'M '67'70.16 " llinlllll.00 • .... • 95&lW'l'l.00 l l5t1'9Ul0 Ma,od 56'UlO " 2••60St.OO Ol" ' 444 lt2.00 0 ' nUlS.00 11,1,,.,.,,., 'SU:•.' 70 6.SSUlQ.00 10l7" . 551 •11.00 ' 27.UO.OO . 'JOI 7H.OO Nartll lAl~Uto 11~00.,.(M ' $!19Jl.f,OO ..... , , 293.t•S.oo 0 1 n,1u.oo l'lW MN MullK.D. HllA ,5i,, no 10 1100.9-U,.OO "" ' HA 11.S.OO ' l1U71J.OO Olf'!l1IMI l J117ll H n Si1.JJ6.U2.00 {SI 95-1 lll.U .,,,. " 4135144.00 II 71A ,S.00 0tletTd to5 '17.l? • )&1'4100 U.Jt 175 J7 -0 ' 0 Ow11on.n.1/SIHlt Coul'll'I 1'542.15 • 551..4'1,00 n5.aao.as , .. ' ]10]03.00 0 0 Rlrfll"' ]"4'-ll,22 Ill 21195 790.00 1,;1,111151.71 615)1i " ,102 219.00 • 1454999.00 " '""'2169.00 Rod WIii 1s,u~ u 5 S71S 419,00 1u.55•0l.M n," 0 1 !11159.00 0 Rk• l0l)4,U9 ll 1119114.00 IS791215,0J 111" 0 0 I 1167 5.00 Sw< lll97CU 71 H346J.SZ7.00 1~11 'l.!'.0.'-56,IS .,.. 15 S .,,01.00 5 915 lU.00 l 116511 .00 SfMNMu!t~Co.HIU, 111100.15 11 ~1,u 750.00 15441516.15 .... 5 75A 054.00 0 ' 614.165.00 Shttbum• IJl 057,62 57 Sl0 ,o.U500 1$1.t,, 067 3g '""' .. 922696..00 I 1u.sm.oo 11 1 lllto.00 s,m10ouc1 I.M.2O .U " 1 )0,00.00 m;.r.,&..597.111 ,.w.r: • ,ao,n.oo 0 0 S11111amt-e 100000.00 I ,;19,901V1 C.M410.00 ... 0 0 ~lt,I Louk l.lH 7l I " S5.sot.n7,00 1!2 Jtil.50,l.12 115"' , , I J7S 705,00 0 11 13'9 20.00 s1 ..... , 5 ,11 ., . JOJ 0Jt.00 ts1,u11s.n .... . 0 SWAHieflll°"" {Df!l.i.!1~11 ' U.ft40f.ll 11 uff,17.00 gt .,,. I 17S 157.00 1 ' 7',moo I IOUS0.00 ..... ' 147.015,65 . SltUlt.00 ""' OI < W11/tffl,r{on J-MJ-"9 .... 1SJ s.n,u Ju.oo -" 7116 1156,00 . IU224.00 ' 4.WDl]],00 w ... , 4UMUI 7 1146'1.00 '"" 0 0 0 Wrfllll UMiJ 110.91 .. SUUS] l0 .00 rsa.Hu210,11 521" "' l 745.4JJ,OO ' llA "3.00 " "' 145.00 rouli I , ...... ... uu.,t:1,0M.00 .... <U i 'lt3JS,.,f1,.0CI u I I0HJ,on.oo ,.., • YJOl,70,.00 ,. OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS Rents Payable Rents Collected Late Fees Charged Late Fees Collected BOARD REPORT 13 Family units December 2017 $2,197.00 $2,196.00 $ 62.00 $ 62.00 Late Fees Outstanding $ 0.00 ELI Percentage 67% Waiting List 2Bedroom 3 Bedroom 4 Bedroom 35 12 4 F:\HRADATA\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 F~ily units January 2018 $2,197.00 $2,226.00 $ 58.00 $ 58.00 Late Fees Outstanding $ 0.00 ELI Percentage Waiting List 2Bedroom 3 Bedroom 4 Bedroom 37 14 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 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENC LOSURE: MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director April 12, 2018 Meeting to be held Thursday, April 19, 2018 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergus FaHs, MN, 56537 Regular Minutes of the Febru ary 15 , 201 8 Meeting Proposed Changes to the Section 8 Administrative Policy Proposed Changes to the Otter Tail County Public Housing Policy AGENDA 1. d airperson -Call Meeting to Order 2.A pproval of Minutes 3. Ex~c ti ve Director A. mini strative Expenses -February 20 18 & March 20 l 8 B. v m~stm~sting / C.~c;Mbn 8 & Public Housi ng Policy Changes D.U'.'fi~. Tail County T. ax Forfe ited Properties Update E. c.(~£i.fal Fund Program Update F. lie Housing PHAS Scoring G .. RA Fiscal Audit Scheduled May 17-18 4. Reh~S.pecialist-M ikel Olso n A~x Levy Update B. ~x Levy Rental Update DP Update -All Cities HFA Update 5. ng 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! 11:IUs~_r_~~JE.!:_!'l~nctas (OTC)\AG ENDA OTC 4-12-fJJtMWI'rl!f J.tdiJsing Opportunities The Otter Tail County HRA Board of Commissioners met for their annual meeting on, February 15, 2018 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537. MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice-Chairperson Robert Maki, Secretary Dave Johnson Carl Linderkamp OTHERS PRESENT Jeffrey Gaffaney Tanya Westra Kim Scheer Mikel Olson Pam Minten Sarah Bertrand Mary Jo Schwarz ABSENT Kelli Drayton Jeffrey introduced the HRA's new Administrative Office Assistant, Sarah Bertand, to the board. Gail Laugen is retiring from the HRA after IO years of service on February 28, 2018. Scott Rocholl, Chairperson then called the meeting to order. A motion was made and seconded to approve the regular minutes from the December 21, 2017 regular meeting. Ml Robert Bigwood SI Carl Linderkamp Jeffrey stated that this meeting is the annual meeting for 2018 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, Robert Bigwood as Vice Chairperson and Bob Maki as Secretary. Ml Robert Bigwood S/ Dave Johnson A motion was made and seconded with all ayes that the Fergus Falls Daily Journal remains the legal publication for the year 2018. M/Bob Maki S/ Carl Linderkamp A motion was made and seconded with all ayes to designate Security State Bank, in Fergus Falls as depository for the year 2018. Ml Bob Maki S/ Dave Johnson A motion was made and seconded with all ayes to appoint the legal firm of Cline, Larsen & P.A. for the year 2018; specifically J .J. Cline. Ml Robert Bigwood S/BobMaki Per diems for the HR.A 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 diems remain at $75.00 for the year 2018. H:\Users\KIM\J\1inutes\2018 minutes\minutes -otc February 2018.doc I J Ml Robert Bigwood SI Dave Johnson The mileage reimbursement rate currently approved by the IRS is .54.5¢ per mile. This rate is an increase from January 1, 2017. A motion was made and seconded with all ayes to increase the mileage reimbursement to .54.5¢ per mile for 2018. Ml Carl Linderkamp SI 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 2018. All meeting times are at 10:00 a.m. at the HRA office. Ml Robert Bigwood SI Dave Johnson The administrative expenses were reviewed for the months of December, 2017 and January, 2018. A motion was made and seconded with all ayes to approve the expenses. Ml Robert Bigwood SI Bob Maki The Investment Listing was reviewed; one certificate was renewed at a slightly increased interest rate, the only other changes were the balances in the checking and savings accounts as ofFebruary 15, 2018. An update was given on the Otter Tail County Tax Forfeited Properties. Jeffrey reported that the HRA was hoping to be on the County's agenda for the February 6th meeting, but Wayne was not able to prepare the resolutions in time. The HRA is going to be on the agenda for the February 27th meeting and is hopeful for the necessary approval. The HRA will test for lead and asbestos on the property. Mikel has contacted the school where the properties are located and asked if they would like to have a student-built house project. There didn't seem to be a lot of interest in that preliminary conversation at the school. Mikel gave an update on the Dalton mobile park. There are 2 vacant units, and 7 other occupied units. The two units that are vacant are both full of debris and animal feces. February 24, 2018 is the closest date that the Dalton Fire Department can burn the 2 vacant units. The Sentence to Serve crew from the jail will also be helping with clean-up. Metal will be salvaged for scrap. Capital Fund update; the window project in Henning and Underwood continues. Jim Irwin Construction was awarded the bid. The 2018 MHFA MCPP Application has been submitted. Only 30% of the allocated funds were used in 2017. This year Otter Tail County will only be offered $267,642.00 in funding. The program runs from April to October and then after that the pool of money opens statewide. Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail CountyHRA. 2018 TLC Tax Levy Projects; 6 applications have been received, 3 have been approved, none have been denied, 3 were inspected, 2 are in process and none are complete. H:\Users\KIM\Minutes\2018 minutes\minutes -otc February 2018.doc 2 2018 Otter Tail County Tax Levy Rental program: no activity SCDP: Henning Homeowner Program update; 51 homeowner applications have been received, 11 were approved, 2 were denied, 11 have been inspected, 9 proceeds issued and 8 are complete. SCDP: Henning Rental Program update; IO applications have been received, 7 have been approved, none have been denied, 7 have been inspected, 2 proceeds issued, and one is complete. SCDP: Henning Commercial Program update; 9 applications have been received, 7 have been approved, none have been denied, 7 have been inspected, 2 proceeds issued, and one is complete. SCDP Dalton Homeowner Program update; 23 applications have been received, I has been approved, I was denied, I have been inspected, no proceeds issued, and none are complete. SCDP Dalton Rent Program update; 1 application has been sent, and no other activity. It was reported that preliminary proposals are getting started for: Battle Lake, Ottertail, and Fergus Falls. Mikel is working with the City of Fergus Falls to identify a possible neighborhood in Fergus Falls and GIS (Geographical Information Systems) from each area to get the necessary mapping completed. 2018 MHFA Deferred Loans update; no activity. 2018 Economic Development Program update; 2 applications have been received, 2 have been approved, none were denied, 2 have been inspected, no proceeds issued, and none are complete. 2018 HRA Revolving Rent Rehab Program update; 2 applications have been received, 2 have been approved, none. have been denied, 2 have been inspected, 1 proceed issued, and none are complete. Mary Jo Schwarz, Housing Administrator, gave the census report on the Otter Tail County Section 8 Program. For the month of December there were 116 leased and HAPS totaling $40,624.00. In January there were 118 leased and HAPS totaling $41,297.00. The total activity was 18 annual re-certifications and 14 interim re-certifications. Two participants ended participation and there were 7 new admissions. There are 161 families on the waiting list. 11 vouchers were issued, none are in shop mode, and 7 applications are in progress. There was 1 port-in and 1 port-out pending. There were 4 ports out paid totaling $3,743.00 for December and 4 ports out paid in January totaling $3,887.00. The ELI percentage was 75%. The board then asked for a review of the process on how rent and utilities are calculated, including interims. The process of inspections was also reviewed. Mary Jo presented a proposal to amend the current Section 8 Administrative Policy. Current Policy -The Fergus Falls/Otter Tail County HRA will deny assistance to applicants who: I. Have a household member who is subject to a lifetime registration requirement under a State sex offender registration program; Furthermore, lifetime registered sex offenders will be denied for life. H:\Users\KIM\Minutes\2018 minutes\minutes -otc February 2018.doc 3 Proposed Policy-The Fergus Falls/Otter Tail County HRA will deny assistance to applicants who: I. Have a household member who is subject to a registration requirement under a State sex offender registration program. Lifetime registered sex offenders, by Federal regulation, are to be denied for life. If the registration requirement is not for a lifetime, the household member may be considered eligible once the registration requirement is lifted ( e.g. in the case where an individual is registered for 10 years vs a lifetime). Discussion ensued and concerns were expressed regarding the impact this new policy may have on applicants. A motion was made and seconded, to approve the new policy, with Robert Bigwood abstaining from the vote. Dave Johnson also abstained from the vote. The Board requested that the issue be revisited and that staff contact other HRA's to find out if other agencies have addressed this issue and, if so, what their policies provide. M/Bob Maki SI Scott Rocholl Pam Minten, Housing Manager, reported that rents payable for Public Housing for December 2017 were $2,197.00 and $2,196.00 was collected. There were $62.00 in late fees charged and collected and none outstanding. There were 35 applicants on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting list. ELI 67%. In January 2018 rents payable totaled $2,197.00 and $2,226.00 was collected. There were $58.00 in late fees charged and collected. There were no outstanding late fees collected. There were 37 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. The board requested Pam to revise her board report to include how many units we have that are 3 bedroom and 4 bedroom. Our next meeting will be held on Thursday, April 19, 2018 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11 :46 am. Ml Bob Maki SI Robert Bigwood Robert Maki, Secretary Date H:\Users\KIM\Minutes\2018 rninutes\minutes -otc Febroary 2018.doc 4 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF FEBRUARY 2018 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 Gaffartey-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. Esser Plumbing & Heating New Horizon Ag Service Networks For Hire RTW -Workers Comp. Pine Plaza Appliance Mark Garworski -Accounting Housing Data Systems NF Field Abstract Dave Johnson Scott Rocholl Robert Bigwood Robert Maki Carl Linderkamp Brogard Plumbing Salaries H:IUsers\JEFF\OTC HRA EXPENSES 2014-2018\OTC HRA EXPENSES -February 2018 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 161.11 $ 54.65 $ 135.16 $ 145.89 $ 774.24 $ 295.20 $ 937.19 $ 1,003.08 $ 94.66 $ 559.09 $ 154.93 $ 167.36 $ 178.45 $ 150.00 $ 903.00 $ 53.92 $ 1,025.00 $ 120.00 $ 255.00 $ 102.25 $ 88.08 $ 75.00 $ 134.95 $ 118.60 $ 159.84 $ 13,663.66 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OFMARCH 2018 Bank of the West-Office Rent Lakes Country Service Coop -Health Ins. Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster J\1N Benefit Association Ally -Vehicle Lease Mikel Olson -Mileage & Phc_me Jeffrey Gaffaney -Mileage Mary Jo Schwarz -Mileage City of Pelican Rapids City of New York Mills City of Un,derwood City of Henning American Family Insurance CQ. Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. New Horizon Ag Service Home Depot Ballard Sanitation Culligan Water Co. RHR Otter Tail County Treasurer -Solid Waste Fees NF Field Abstract Steve's Sanitation Bjorn's Heating & A/C Brogard Plumbing J\1N Benefit Association Salaries H:\Users\JEFFIOTCHRA EXPENSES 2014-2018\OTC HRA EXPENSES -March 2018 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 162.60 $ 57.84 $ 80.12 $ 135.62 $ 503.56 $ 255.00 $ 854.18 $ 1,003.08 $ 94.66 $ 162.41 $ 156.37 $ 157.18 $ 137.94 $ 118.70 $ 94.10 $ 39.00 $ 952.33 $ 170.00 $ 75.00 $ 301.55 $ 82.88 $ 495.00 $ 20,997.84 " April 19, 2018 OTTER TAIL COUNTY BRA INVESTMENT LISTING I.D. # 41-1518930 .FINANCIAL FUND DESCRIPTION PRINCIPAL INTEREST INTEREST PURCHASE MATURITY INSTITUTION RATE PAID DATE DATE -~"'f=E· -:-R:-:rr~]F1@"•• .. A:·-r-~., JB:s·~.-~-~'di-: --. -----.. ---. ---.. -i --------· -, . ---_......,..._ -. .. ---. --• -' •'· :-. if._1. • _:.-;_ ~ -.~-:_,'ta,1,_,. ~:· ~} _·-· ... } :.•.; . .. '. .. ~ -:.-. ~ -~i~:!~~:~. ·.--~~ . •. : _ _: ·1.. • • . . -~~-• --' f: -_ . :__, ; -. ---· . "· -._,__._ .. -._. -!-.. .; ...... _ _ ____ .,.., -------------- Security State Bank . OTC Tax Money Market 301,503.94 .50% Maturity Renewed Fergus Falls Levy . Certificate #215353 Automatic Deposit 12/28/17 6/28/18 1(·$-:--~~:-~;7 -"·~Ci-~S;-~--~e··~.-.·e1·-::..,~D.· -IJN~· :---::=~, •-:~--:=. -"'.~. ----•• . .!~ _. --.. " ., ---~ -•.r-:;.--·-~,------,-----·-•-. --. --I? 'Th;. ■J:,,,' ~,.' •. ->· '.,;,,\-~-..:.,,,:!,_-' .:...-~· _i. ~j; ~·. ! ; .. ,. . ; .'I =·.• .:..J_.,-"i;,..:--. ----~-•: ·-··· --• _':'(;,. ... .. -._.;~_;. :.= .-, --.. :· ...... --~-"''------~ --·--'-.. :.. -.. ~ --.. :.:.:--.. ----- Security State Bank Section 8 Admin Weekly Money $19,898.81 .05% Monthly Account Fergus 'Falls Reserve Market Savings #9312-004634 Security State Bank Public Housing Commercial Money $7,058.83 .05% Monthly Account Fergus Falls Security Deposits Market #9312015673 . ' ., ..... . ' . ,. - ~!~,~~~:~Jg~ltJ~-i''. -· --. .......... -._ __ ., ... -.-.--. --~ ---·-,, .. -----·-------, .. " ! .. ... " ; l4·._. ... ._:_·,.~ ;: ·-·· .:!--. : .-.. ~ . -.. ; '· ---~ ... :· :: ... ,~.~-~~:-~.---~ . . , . I 1· :":_;_-: . -· . , . .....___;.,.:;,~ ... .... ···,-.., :~ ~ _._ -~.........-;... --••. ,.,·;:\!•' -L . ..... , __ , ;'_ .. ,,,,~; • •. 1. •-•.J.l, -·-- Section 8 '.Existing NOW Account-$44,504.20 Public Housing NOW Account $5,717.08 lv.1HF A-Loan Account ' NOW Account $24,850.11 Otter Tail County Tax Levy NOW Account $241,130.40 WIF A-HO:l\.1E Account NOW Account $832.56 Dalton SCDP Program ! NOW Account $1,000.11 H:\Users\JEFF\INVESTMENT LISTINGS\2018\invest list otc -April 2018.doc 0 PROPOSED CHANGES/ADDITIONS TO THE SECTION 8 ADMINISTRATIVE POLICY -ANNUAL UPDATE APRIL, 2018 Add to Definition of Family: A. A basic social unit consisting of parents and their children, considered as a group, whether dwelling together or not B. A social unit consisting of two or more persons committed to a mutual relationship C. A social unit consisting of one or more adults together with the children they care for Add the following paragraph under the Definition of Family Members: Family members who are temporarily away from the household for reasons such as, but not limited to, employment will be considered family members who are to be listed as household members on applications, the lease and the HUD reporting form 50058. Otter Tail County Public Housing ACOP (Admissions and Continued Occupancy Policy) and LEASE PROPOSED CHANGES April 2018 Policy changes: 26.0 NO SMOKING POLICY In the interests of providing a healthful living and working environment for Public Housing Residents and Staff, smoking is not permitted in the rental unit at any time, this includes the rental unit and garage. Smoking is permitted outside. This policy shall be incorporated in the lease for all new family public housing units starting October 16, 2014 and at Recertification for all present tenants starting January 1, 20 15. As required by HUD, the Otter Tail County Housing Authority is hereby adopting a policy to forbid smoking in all of its structures and within 25 feet of any Otter Tail County Housing Authority owned structures. It does not prohibit smoking by public housing residents. It just states where they cannot smoke. This olicy shall go into effect on August 1, 2018. GLOSSARY Family includes but is not limited to: A. A family with or without children; B. An elderly family; C. A disabled family; D. A displaced family; E. The remaining member of a tenant family; and F. A single person who is not an elderly or displaced person, a person with disabilities, or the remaining member of a tenant family. (24 CFR 5.403) G. A basic social unit consisting of parents and their children, considered as a group, whether dwelling together or not. H. A social unit consisting of two or more persons committed to a mutual relationship. I. A social unit consisting of one or more adults together with the children they care for. Family Members: All members of the household other than live-in aides, foster children, and foster adults. All family members permanently reside in the unit, though they may be temporarily absent. All family members are listed on the lease. Family members who are temporarily away from the household for reasons such as, but not limited to, employment will be considered family members who are to be listed as household members on applications, the lease and the HUD reporting form 50058. Lease changes: NO SMOKING ADDENDUM As required by HUD, the Otter Tail County Housing Authority is hereby adopting a policy to forbid smoking in all of its structures and within 25 feet of any Otter Tail County Authority owned structures. It does not prohibit smoking by public housing residents. It just states where they cannot smoke. This p..Q!icy shall go into effect on August 1, 2018. Tenant and all members of Tenant's family or household are parties to a written lease with Landlord (the Lease). This Addendum states the following additional terms, conditions and rules which are hereby incorporated into the Lease. A breach of this Lease Addendum shall give each party all the rights contained herein, as well as the rights in the Lease. I.Purpose of No-Smoking Policy. The parties desire to mitigate (i) the irritation and known health effects of secondhand smoke; (ii) the increased maintenance, cleaning, and redecorating costs from smoking; (iii) the increased risk of fire from smoking; and (iv) the higher costs of fire insurance for a non-smoke-free building; 2.Definitions: Smoking: The term "smoking" means inhaling, exhaling, breathing, or carrying any lighted or heated cigar, cigarette, or other tobacco product or plant product in any manner or in any f01m . Smoking also includes use of an electronic cigarette. Electronic Cigarette: The term "electronic cigarette" means any electronic device that provides a vapor of liquid nicotine and/or other substances to the user as she or he simulates smoking. The term shall include such devices whether they are manufactured or referred to as e-cigarettes, e-cigars, e-pipes or under any product name. 3. Restricted areas. Smoking is not allowed in any public housing living units and other interior areas. Interior areas include, but are not limited to, hallways, rental, and administrative offices, maintenance facilities, community centers, laundry facilities, and similar structures. Smoking is also rohibited within 25 feet of all Otter Tail County HRA owned public housing structures. 4. Smoke-Free Complex. Tenant agrees and acknowledges that the premises to be occupied by Tenant and members of Tenant's household have been designated as a smoke-free living environment. Tenant and members of Tenant's household shall not smoke anywhere in the unit rented by Tenant, or the building where the Tenant's dwelling is located or in any of the common areas or adjoining grounds of such building or other parts of the rental community, nor shall Tenant permit any guests or visitors under the control of Tenant to do so. This also includes the tenants garage. 5. Tenant to Promote No-Smoking Policy and to Alert Landlord of Violations. Tenant shall inform Tenant's guests of the no-smoking policy. Further, Tenant shall promptly give Landlord a written statement of any incident where tobacco smoke is migrating into the Tenant's unit from sources outside of the Tenant's apartment unit. 6. Landlord to Promote No-Smoking Policy. Landlord shall post no-smoking signs at entrances and exits, common areas, hallways, and in conspicuous places adjoining the grounds of the apartment complex. 7. Landlord Not a Guarantor of Smoke-Free Environment. Tenant acknowledges that Landlord's adoption of a smoke-free living environment, and the efforts to designate the rental complex as smoke-free, do not make the Landlord or any of its managing agents the guarantor of Tenant's health or of the smoke-free condition of the Tenant's unit and the common areas. However, Landlord shall take reasonable steps to enforce the smoke free terms of its leases and to make the complex smoke-free. Landlord is not required to take steps in response to smoking unless Landlord knows of said smoking or has been given written notice of said smoking. 8. Other Tenants are Third-Party Beneficiaries of Tenant's Agreement. Tenant agrees that the other Tenants at the complex are the third-party beneficiaries of Tenant's smoke free addendum agreements with Landlord. (In layman's terms, this means that Tenant's commitments in this Addendum are made to the other Tenants as well as to Landlord.) A Tenant may sue another Tenant for an injunction to prohibit smoking or for damages, but does not have the right to evict another Tenant. Any suit between Tenants herein shall not create a presumption that the Landlord breached this Addendum. 9. Effect of Breach and Right to Terminate Lease. A breach of this Lease Addendum shall give each party all the rights c01{tained herein, as well as the rights in the Lease. A material breach of this Addendum shall be a material breach of the lease and grounds for immediate termination of the Lease by the Landlord. 10. Disclaimer by Landlord. Tenant acknowledges that Landlord's adoption of a smoke free living environment, and the efforts to designate the rental complex as smoke-free, does not in ai1y way change the standard of care that the Landlord or managing agent would have to a Tenant household to render buildings and premises designated as smoke free any safer, more habitable, or improved in terms of air quality standards than any oth er rental premises. Landlord specifically disclaims any implied or express warranties that the building, common areas, or Tenant's premises will have any higher or improved air quality standards than any other rental property. Landlord cannot and does not warranty or promise that the rental premises or common areas will be free from secondhand smoke. Tenant acknowledges that Landlord's ability to police, monitor, or enforce the agreements of this Addendwn is dependent in significant part on voluntary compliance by Tenant and Tenant's guests. Tenants with respiratory ailments, allergies, or any other physical or mental condition relating to smoke are put on notice that Landlord does not asswne any higher duty of care to enforce this Addendwn than any other landlord obligation under the Lease. 11. Penalties for Violatin this Policy: If a resident, aide, visitor or guest violates this policy the followingyenalties shall be enforced: First Offense -Written Waining Second Offense -2nd Written Warning plus $100 fine 'fhird Offense -lease termination f the violator is an aide, visitor or guest; the graduated P.enalty steps will start over with each annual lease renewal. There is no start over for a resident. All enalties assessed against a resident wi II be docwnented in the resident's file. Proposed ACOP change for glossary effective July 1, 2018, A COP and Lease changes for smoking policy/addendum effective August 1, 2018 . OTTER TAIL COUNTY OTIER TAil OOIIITt••1•1ttJOTW COUNTY AUDITOR -TREASURER'S OFFICE FINANCIAL SERVICES DNISION WWW.CO.OTTER-TAIL.MN.US wstein@co.ottertail.mn.us GOVERNMENT SERVICES CENTER 510 WEST FIR A VENUE FERGUS FALLS, MN 56537 April 12, 2018 Jeffrey Gaffaney, Executive Director Otter Tail County HRA 1151 Friberg Ave Fergus Falls, MN 56537 RE: Acquisition of Tax Forfeited Properties Dear Mr. Gaffaney, The following is the invoice for the purchase of the four tax forfeited properties: OFFICE -218-998-8030 DIRECT -218-998-8041 FAX -218-998-8042 Parcel No. -. . 73-000-99-0235-000 73-000-99-0263-000 73-000-99-0272-000 74-000-99-0121-000 • Grand Totals Address ·218 Tousley Ave S. NYM 104 ,Frazee Ave, NYM 216Nowell St. W., NYM. 209 Lake Ave S. Ottertail Basic Sale Price 5.00 5.00 2,500.00 2,500.00 5,010.00 Fees - 3% Assurance .15 .15 75.00 75.00 150.30 State Deed Fee 25.00 25 .00 25.00 25.00 100.00 Recording Fee 46.00 46.00 46.00 46.00 184.00 Deed Tax 1.65 1.65 8.25 8.25 19.80 Grand Total 77.80 77.80 2 654.25 2 654.25 5464.10 Please make your payment payable to the Otter Tail County Treasurer and please forward your payment to the address listed above. Include with your payment how the grantee name should be listed on the deeds requested from the.Department of Revenue, as well as your State and Federal identification numbers, which I will need to complete the Certificate of Real Estate Values forms once the deeds are received. . . Upon receipt of your payment and the above information, I will: supmit the four q.eed applic<1tions to Llie Department of Revenue for processing. Generally, the deed·s from the Departmerit of Revenue wili be received within 30 to 45 days after the applications are received by the Department of Revenue. • I hope I can complete the balance of this process in a somewhat organized and timely manner. Should you have any questions or require any additional information please feel free to contact me. Sincerely, Wayne_ Stein County Auditor RECEIVED APR 1 6 2018 FERGUS FALLSJ OTT/ER TAtl COUNTY HAA U.S. Department of Housing and Urban OFFICE OF PUBLIC AND INDIAN HOUSING REAL ESTATE ASSESSMENT CENTER Public Housing Assessment System (PHAS) Score Report for Interim Rule Report Date: 03/27/2018 ----·---.,~ -··-~-·· ---· -····---·~ PHA Code: MN177 ---·-- PHA Name: OTTER TAIL COUNTY HRA -·--·~ -·· ~~ -----· Fiscal Year End: 12/31/2017 ---·-·-----~ ~-m-------... ,_ PHAS Indicators Score Maximum I Score .. -·-· . -... Physical 38 40 Financial 0 25 Management 21 25 Capital Fund 10 10 Late Penalty Points 0 PHAS Total Score 69 100 Designation Status: Substandard Financial .. Published 03/27/2018 Initial published 03/27/2018 -----.. '" -~--.. - ---·---Financial Score Detai_ls ,..., ·--Score Maximum -Score ~ Unaudited/Non Single Audit --.. 1. FASS Score before deductions 0.00 25 2. Audit Penalties 0.00 Total Financial Score Unrounded (FASS Score -Audit Penalties) 0.00 25 •. ---~ :-~ . ~ Capital Fund Score Details Score Maximum Score .. Timeliness of Fund Obligation: 1. Timeliness of Fund Obligation % 90.00 2. Ti~liness of Fund Obligation Points 5 5 Occupancy Rate: -·---3. Occupancy Rate % 100.00 4. Occupancy Rate Points 5 5 Total Capital Fund Score (Fund Obligation+ Occupancy Rate): 10 10 Notes: 1. The scores in this Report are the official PHAS scores of record for your PHA. PHAS scores in other systems are not to be rel ied upon and are not being used by the Department. 2. Due to rounding, the sum of the PHAS indicator scores may not equal the overall PHAS score. 3. "0" FASS Score indicates a late presumptive failure. See 902.60 and 902.92 of the Interim PHAS rule. 4. "0" Total Capital Fund Score is due to score of "0" for Timeliness of Fund Obligation. See the Capital Fund 5. PHAS Interim Rule website -http://www.hud.gov/offices/reac/products/prodphasintrule.cfm '\ PUBLIC HOUSING ASSESSMENT SYSTEM FINANCIAL INDICATORS Fiscal Year End Scores The following indicators are currently used to assess the financial condition of Public Housing Authorities subject to evaluation by the Real Estate Assessment Center. The financial condition of each PHA is evaluated to determine whether the PHA has sufficient financial resources and is managing those resources effectively to support the provision of decent, safe and sanitary housing. The calculations below provide a general description of the accounts used to construct each indicator. A detailed schedule of computations for each indicator is available from the summary page. IV. Subindicators A. Subindicators of the Financial Condition Indicator Thei,-e are three subindicators that examine the financial condition of each project. The values of the three subindicators, derived fro m the FDS submitted by the PHA, comprise the overall financial assessment of a project. The three subindicators of the financial condition indicator are: • Quick Ratio (QR); • Months Expendable Net Assets Ratio (MENAR); and • Debt Service Co'verage Ratio (DSCR). B. Description of the Financial Condition Subindicators The subindicators are described as follows: Subindicator # 1, QR. This subindicator is a liquidity measure of the project's ability to cover current liabilities. It is measured by dividing adjusted unrestricted current assets by current liabilities. The purpose of this ratio is to indicate whether a project could meet all current liabilities if they became immediately due and payable. A project should have available current resources equal to or greater than its current liabilities in order to be considered financially liquid. The QR is a commonly used liquidity measure across the industry. Maintaining sufficient liquidity is essential for the financial health of an individual project . Subindicator #2, MEN AR. This subindicator measures a project's ability to operate using its net available, unrestricted resources without relying on additional funding. It is computed as the ratio of adjusted net available unrestri cted resources to average monthly operating expenses. The result of this calculation shows how many months of operating expenses can be covered with currently available, unrestricted resources. Subindicator #3, DSCR. This subindicator is a measure of a project's ability to meet regular debt obligations. This subindicator is calculated by dividing adjusted operating income by a project's annual debt service payments. It indicates whether the project has generated enough income from operations to meet annual interest and principal payment on long-term debt service obligations. ' .. J/27/201'8' 24 CFR 902.11 -PHAS performance designation. I US Law I LIi / Legal Information Institute Corn~H Law School Legal Informatio11 I11stitute [LII ] OPEN ACCESS TO LAW SINCE 1992 CFR > Title 24 > Subtitle B > Chapter IX > Part 902 > Subpart A > Section 902.11 24 CFR 902.11 -PHAS performance designation. § 902.11 PHAS performance designation. All PHAs that receive a PHAS assessment shall receive a performance designation. The performance designation is based on the overall PHAS score and the four indicator scores, as set forth below. (a) High performer. (1) A PHA that achieves a .?.~9..r..~. of at least 60 percent of the points 9y9JJ9.~.!~. under the financial condition, physical condition, and management operations indicators and at least 50 percent of the points available under the Capital Fund indicator, and achieves an overall PHAS score of 90 percent or greater of the total available points under PHAS shall · .................... :,. . . . '•. ' ................................ . be designated a high performer. A PHA shall not be designated a high performer if it scores below the threshold established for any indicator. (2) High performers will be afforded incentives that include relief from reporting and other requirements, as described in § 902,71. {b) Standard performer. (1) A PHA that is not a high performer shall be designated a standard performer if the PHA achieves an overall PHAS score of at least 60 percent, and at least 60 percent of the .?..Y..9.i.!_9._~.!.~ points for the physical condition, financial condition, and management operations indicators, and at least 50 percent of the availabl_e points for the Capital Fund indicator. (2) At HUD's discretion, a standard performer may be required by the field office to submit and operate under a Corrective __ Action ___ Plan_. {c) Substandard performer. A PHA shall be designated a substandard performer if the PHA achieves a total PHAS ~~9..r..~. of at least 60 percent and achieves a -~-<?..9.T.~ of less than 60 percent under one or more of the physical condition, financial condition, or management operations indicators. The PHA shall be designated as substandard physical, substandard financial, or substandard management, respectively. The HUD office with jurisdiction over the PHA shall require a .9.9.T.~~.<?..ti.Y..~ .. ~.<?..!.!.<?..Q ... P..!.9. .. Q. if the deficiencies have not already been addressed in a current Corrective Action Plan. {d) Troubled performer. (1) A PHA that achieves an overall PHAS score of less than 60 percent shall be designated as a troubled performer. https://www.law.cornell.edu/cfr/texU24/902.11 1/2 Program OTC Tax Levy -Homeowner (2018) Only TL Projects Leveraged w/ SCDP Projects TOTAL2018 OTC Tax Levy -Rental (2018) SCDP: Henning Homeowner Rehab SCDP: Henning Rental Rehab SCDP: Henning Commercial Rehab ~ SCDP: Dalton Homeowner Rehab (I{) SCDP: Dalton Rent Rehab \.,_/" SCDP -Preliminary Proposals MHFA Deferred Loans -2018 2018 Economic Development FF HRA Rent Rehab Loans Fe rgus Falls and Otter Tail County HRA Rehabilitation Projects Update Arpil 1, 2018 Applications Approved Deni ed Inspected 12 5 1 4 2 2 0 2 14 7 1 6 7 5 0 5 61 14 3 11 10 6 1 6 9 7 0 7 33 4 5 2 2 0 0 0 Proceed Issued Complete 3 2 5 1 9 2 2 1 0 have begun mapping Battle Lake & Otter Tail; looking at FF neighborhoods for survevine 1 0 0 0 0 7 7 0 7 2 1 1 0 1 1 1 0 1 0 8 1 2 0 0 0 0 0 A ...u ,.ll ..2. ~ , •B -~,?· Jan-17 Feb-17 Mer-17 Aor-17 Mav-17 Jun-17 Jul-17 Aun-17 Ser>-17 Oct-17 Nov-17 Oec-17 Total tin•;~ ·• Jan-18 Fet>-18 Mar-18 Aor-18 Mav-18 Jun-18 Ju~18 Aon..18 Seo-18 Oct-18 Nov-18 Oec-18 Total ·16 14 "' "' 42 II,;-- u 10 ~ "' ::, 8 "' ~ 6 Comments MN177 HCV Leasing and Spending Projection C D E F G H .. ·~ Vouchers Other Planned New Leasing UMAs Actual·UMLs Actual HAP Issued/Projected Additions/ from Issued To AA•••"•" 1>.a .. o,;Mo 11~ .. oh•,o 140 105 S37 356 5 140 107 $37 050 14 140 106 S35.757 5 140 108 $37,118 8 140 109 $37 655 2 140 112 $39,642 2 140 111 $39 273 1 140 112 S.39 197 12 140 111 $38517 2 140 111 S37 966 6 140 113 $39 310 3 140 116 $40,524 5 1680 1 321 $459 365 65 0 11 140 118 $41297 5 140 / -116 $42 468 \ 7 140 L ll,I S41 984 -9 140 112 $41,839 o 140 0 $0 0 -..,,-1 140 0 $0 0 1 140 0 $0 0 = 0 140 0 $0 0 -0 140 0 $0 0 0 140 0 so a -· 0 140 0 $0 0 0 140 0 $0 0 0 1,680 460 $167 588 21 0 6 Issuing/New LeasinglUML Trend ------------- J UMLs: Estimated Attrition ActuaVProjecfed 105 107 106 108 109 112 111 112 111 111 113 116 -27.3 1321 118 116 114 ,.;; 1 112 -2.3 111 -2.3 109 -2.3 107 -2.2 105 -2.2 103 -2.1 100 -2.1 98 -2.0 96 -27.3 1 290 •. 140 120 100 C ---s: 80 r Cf) 60 40 20 0 -vouchers issued or projected to be issued :"'Actual or Projectj,d UQits Leased -Projected New Leasing from Issued Vouchers K L M N a p Q HAP; PUC: Manual PUC Cumulative% Cumulative % Monthly ASA Actual/Projected ActuaVProjected Override Annual Leased Eligibility Monthly UML % ~"-·-· .. E~pended % I." $37 356 $37,050 $35 757 $37 118 $37 655 $39 642 $39.273 S39.197 S38.517 537 966 S39.310 $40,524 $459,365 541 297 542 468 S41 984 $41 839 $41,404 $40 762 539,980 $39,147 $38 332 $37,533 S36,751 $35,986 $477,484 0.. 4: .:r: ,, C: "' 4: co 4: 2:, -§ 0 ::a $356 75.0% 98.7% $346 75.7% 98.3% $337 75.7% 97.0% $344 76.1% $345 Ii 76.4% $354 77.0% $354 Ii ' 77.3% 973% 97.7% 98.9% 99.6% $350 77.7% 100.1% $347 77.9% 100.3% $342 78.0% 100.3% $348 78.2% 100.6% $349 78.6% 101.2% $348 78.6% 101.2% "' $350 84.3% 103.5% $366 83.6% 105.0% $368 82.9% 105.1% $374 82.1% 105.0% $374 81 .5% 104.8% S374 -80.9% 104.3% $374 -80.3% 103.7% $374 -79.6% 103.0% $374 78.9% 102.3% $374 782% 101.4% $374 77.5% 100.6% S374 76.8% 997% $370 76.8% 99.7% Spending v. Funding S44,000 542,000 S40,000 $38,000 ~/ $36.000 ~ $34,000 75.0% 98.7% 76.4% 979% 75.7% 94.5% 771% 98.1% 77.9% 99.5% 80.0% 104.8% 79.3% 103.8% 80.0% 103.6% 79.3% 101.8% 79.3% 100.3% 80.7% 103.9% 82.9% 107.1% ·., .. 84.3% 103.5% 82.9% 106.4% 81.4% 105.2% 80.0% 104.9% 79.2% 103.8% 77.9% 102.2% 76.4% 100.2% 74.9% 98.1% 73.3% 96.1% 71.8% 94.1% 70.3% 92.1% 68.8% 90.2% $32.000 ----•--------------------------~ ~ ~ ~ ~ ~ ~ ~ ~~~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ,{i',/~➔,<P•l·'"'<'>,ef'.,,ef'~,,(!,°'.;;,rf',/f_,.,_.s•~,,,~~'V'<P.,,ef',f<P·Oji~~(!,'',,,;,(!,~.,_<Po.,,<P,/f',,,",f'_.,tl"'~~'':,l' Estimated or Actual HAP -Monthly ABA and Combined HAP'Reserves -Monthly ABA FINANCIAL -Begihning Year: Cash & Investments {VMS) of $58,605 compares lo RNP (VMS) of $15,322. 9urrent: Note negative UNP of $-381,510. VMS Cash & Investments of $41,177 compares lo VMS RNP plus UNP of $~,232 . .. HUD Page2 4119/201!! R l f 10 11 12 13 " 15 16 17 18 19 20 21 A PHA Name Beginning ACC Vouchers IJ!Iilll?il;] .. Jol.lj_ftUlA. f.\!ruli!lg_ ~ Offset of HAP Reserves ~ flllli!ing ~~~ 8CC Uoi1J E.l!mll!J.g TotalABA Funding Provided PHA Income Total Gash- Supported Prior Year-End Rese,ves Total funding Available , . HUD C D Otter Tall county HRA Pl-IA Number MN177 ACC/Funding Information Current Year Year2 Year3 (2017) (2018) (2019) 140 140 140 Current Year Year2 Year3 (2017) (2018) (2019) $454,097 $478,807 $477,484 $0 $0 so $0 $0 $0 $0 $454,097 $478,807 $477,484 $234 $353 $2B,989 $23,955 $25,631 "-~ $483,320 $503,115 $503,115 MN177 HCV Leasing and Spending Projection G H Utlllxatlon Re ort: Funding Proration/Offset Program Projection Variables Year 2 (2018) 100.0% Rebenchmark Year 3 (2019) 100.0% Rebenchmarl<. Year 2 (2018) 0.0% Offset Year 3 (2019) 0.0% Offset Year 1 (2017) 77.0% Year 2 (2018) 77.0% HUD•Held Reconciliation Cash Sufficiency Check HUD-established CYE HHR (Recon Line 19) HUD-estimated Net Excess Cash (Recon Line 19) HUD- Reconciled Lower of H17/117 (May Override) $16,198 $12,791 $28,989 $28,989 $58,605 $74,803 Success Bate Time from Issuance to HAP Effective Date (Current: 2.2 months) % leased ,n 30 days % leased in 30 to BO days % leased ,n 60 to 90 days % Ktased ,n 90 to 120 days % leased In 120 to 150 days ~ Recoocillation HUOaesta~lished CYE HHR (Recon Line 19) PHA-Held Cash 12131/2016 (VMS) HUD-Reconoled (Cash Capped) Lower of H 171117 (May Override) 25% 40% 25% 10% 0% HUD-Reconciled Excess Cash v PHA RNP [12/31/20161 HUDv. PHA difference: ($2,531.00) Of • 0.6% of Eligibiltty $15 322 <-VM:s t:OY , RNP EOY Excess -_, $12 791 Page 1 Annual T umover Rate N Q I'rtP·Ytorl99t GU Leasing and Spending Outcomes: Current and Following Year Projections 25.0% UMLo/oof ACC 78,6% 76,8% (UMA) HAP Exp as% 95.0% Ali Funds •NOT FINAL' HAP Exp as% Inflation 101.2% Estimate of Er,gibmty only 4.2% Projected 12131 Total HAP $23,955 $25,631 Reserve$ HAP Reserves as" of ABA 5.3% 5.4% (Stsrl: 6.4%) Potential 0 0 T emiinat1ons $125,522 26.3% Administrative Fees Analysis ,~ ' ' ; <= 7,200 UMLs > 7,200 UMLs Admin Fees (No Proratton) (No Proration) Earned (PY: $58,992 $57,541 $64,723) $59.95 $55.95 Expense $141,974 $147,361 Exnense % 240.7% 2561% MN177 has a cost per UML of $112.07 Based on the most recent. official (lf'ld of fiscal year) UNP, compared to Its Eamlngs/UML & Size peer group of $4S.74 (a difference of 59.2%) MNiTT hH a projected 2017 Calendar Yeir-End (CYE) UNP of and Its state p8er group (of all PHAs ln the {$382,782) (or •614 g,c. of CY 2017 Earr)edAdmin Fees) anct a state) of $S5 eg (a difference of 50.3%). :!018 CYE UNP of ($45l,58l) (o,-788 5,. of CY 2018 E>med Adm1n F"1) 4/19/2018 ,,. SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM FEBRUARY,& MARCH, 2018 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/ Absorbed Ports Out/End Participation End Participation Shop Mode/ARS New Admissions Waiting List/To Date Vouchers Issued/Current Applications I/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Receivable In-House Transfers ELI %/To Date 16 8 0 0 0 0 0 12 0 9 142 12 4 0 1 4/$4999 (Both mos.) 0 0 67% • OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units February 2018 Rents Payable $1,960.00 Rents Collected $2,448.00 Late Fees Charged $ 54.00 Late Fees Collected $ 54.00 Late Fees Outstanding $ 0.00 ELI Percentage Waiting List 2 Bedroom 34 3 Bedroom 18 4Bedroom 2 Units owned by OTC BRA 3 Bedroom Rambler 1-NY Mills, 1 ~Henning 3 Bedroom Duplex 1-NY Mills, I-Henning, !-Underwood, I-Pelican 4Bedroom 1-NY Mills, I-Henning, I-Underwood H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units March2018 Rents Payable $2,016.00 Rents Collected $1,372.00 Late Fees Charged $ 60.00 Late Fees Collected $ 60.00 Late Fees Outstanding $ 0.00 ELI Percentage NY Mills -non renewal of lease -working on applicants Waiting List 2Bedroom 30 3 Bedroom 12 4Bedroom 6 Units owned by OTC BRA 3 Bedroom Rambler 1-NY Mills, I-Henning 3 Bedroom Duplex 1-NY Mills, I-Henning, I-Underwood, I-Pelican 4Bedroom I-NY Mills, I-Henning, I-Underwood ( HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authori ty Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 565 3 7 218-739-9498 TO: FROM: DATE: SUBJECT: NCLOSURE: MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director June 14, 2018 Meeting to be held Thursday, June 21, 2018 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Regular Minute of the April 19, 2018 Meeting AGE DA I. rperson -Ca ll Meeti ng to Order 2. 7\pproval of Minutes 3. Ex7:utive Director A.✓ ,¥]mini trative Expenses -Apri l 2018 & May 20 18 B/fnJe tment isting C. mend Otter Tail County JRA By Law Regarding Monthly etin gs-Re oluti on o. 12 1 D. 16 & 20 17 Capital Fund Program Update & 2018 Funding E. 19 Tax Levy Request to Otter Tail County Board F. RA Board Member Appointment / G. HRA 12/3 1/17 Fiscal Audit Completed H~c/JI" t,,,cp,J.:1-- 4. Reha) Special i t -Mike l 01 on ' A.vfax Levy Update B. ~x Levy Rental Update C.~DP Update -All Cities 0 .-'M HFA Update I/ \. 5. Housij){( Administrator Mar y Ju ~Chwarz· ~ \ A. 'Otter Ta i I oun ty Section 8 Update 6. Hous i~Manager -Pam Minten A.w(iblic Housing Program Update PLEASE CALL IF YOU ARE UNA BLE TO A TTEND! 11:\Uscrs\JEFF\Agendas(OTC)IAGE lJAOTC6-14-p?0 l 8.docJ'as.eJ.oi'l . O ·t· rov,amy Housmg pportun, ,es The Otter Tail County HRA Board of Commissioners met for their regular meeting on, February 15, 2018 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537. MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice-Chairperson Robert Maki, Secretary Dave Johnson Carl Linderkamp OTHERS PRESENT Jeffrey Gaffaney Tanya Westra Kim Scheer Mikel Olson Pam Minten Mary Jo Schwarz Kelli Drayton Scott Rocholl, Chairperson then called the meeting to order. ABSENT A motion was made and seconded to approve the minutes from the regular February 15, 2017 meeting. M/ Robert Bigwood S/ Dave Johnson The administrative expenses were reviewed for the months of February and March, 2018. A motion was made and seconded with all ayes to approve the expenses. Ml Bob Maki S/ Carl Linderkamp The Investment Listing was reviewed; a certificate will mature in June, the only other changes were the balances in the checking and savings accounts as of April 19, 2018. Mary Jo then proposed a change to the Section 8 Administrative Policy; policy changes were mailed to board members prior to the meeting for review. The proposed change was to add to the following definition to Family; Family members who are temporarily away from the household for reasons such as, but not limited to, employment will be considered family members who are to be listed as household members ort applications, the lease and the HUD reporting form 50058. A. A basic social unit consisting of parents and their children, considered as a group, whether dwelling together or not. B. A social unit consisting of two or more persons committed to a mutual relationship. C. A social unit consisting of one or more adults together with the children they care for. A motion was made and seconded with all ayes to update the Section 8 Administrative Policy with these changes. M/ Robert Bigwood SI Bob Maki H:\Users\KIM\Minutes\2018 minutes\minutes -otc April 2018.doc I Policy updates for Public Housing were then proposed by Pam. The same change for the definition of family was proposed for the Public Housing Administrative Policy. Also a change to the smoking policy was proposed. A new smoke free policy will come into effect July 31, 2018 affecting all Public Housing property. Lease changes include the no smoking policy effective July 31, 2018. A motion was made and seconded with all ayes to update the Public Housing Policy with these changes. Ml Dave Johnson SI Carl Linderkamp An update was given on the Otter Tail County Tax Forfeited Properties. Resolutions were approved and (Wayne Stein, County Auditor), had them signed. The HRA received an invoice for four properties. Two properties were purchased for $5.00 each and the other two were purchased for $2,500.00 each. Two properties will be remodeled and two will be demolished. 209 Lake Ave. S., Ottertail (remodel); has water still frozen in the basement. 218 Tousley Ave. S., New York Mills (demo); cleaned out. 104 Frazee Ave., New York Mills (demo); ready for lead and asbestos testing. 216 Nowell St. W., New York Mills (remodel); continuing to be cleaned out the rest of this week. Garbage removal for both demo lots will cost approximately $500-$600 each. The Otter Tail County Sentence to Serve crew has been working with the HRA on this entire project which is only costing $2 per hour, per person. The Otter Tail County Sherriff's department will be doing some training on the two houses that are being demolished. The board members requested a review of the end goal for these tax forfeited properties. Wadena high school has a two story home up for bid right now that could possibly be used to move onto the soon vacant lot however, the movers say it may be too costly to move. There is also a ranch style home in Wadena up for bid that could be moved. The second vacant lot is open for discussion yet. A newly constructed 4-plex would be ideal if a developer would show interest. The City of New York Mills is extremely satisfied with the work that is being done and has identified other properties that they would like the HRA to continue with. The County Commissioners have identified 4 towns that are in dire need of this type of rehab; New York Mills being one of them. Capital Fund update; the window replacements in Henning and Underwood continues. Work begins on Monday, April 23 in the Henning family units; the Underwood units will follow. The Public Housing Assessment System, PHAS, was reviewed. The family units were graded in four areas (PHAS scoring). For the first time ever the Otter Tail County Public Housing received a sub- standard grade. We can only fall one grade lower. When a Public Housing receives a grade like ours they have to create a 'Corrective Action Plan'. Jeff called our HUD Representative, Mark Wunderlich, and Mark said he was not aware of this plan. As a correction measure we are now sending Zero Income questionnaire's monthly to our tenants so that we can collect as much rent as possible. Jeff noted to the board that we are the second smallest Public Housing program in Minnesota. The board complimented the staff for doing a wonderful job with limited funds. The board also suggested taking proactive action as we see fit to resolve the current budgeting issues. The board discussed options such as; selling the units and H:\Users\KIM\Minutes\2018 minutes\minutes ~ otc April 2018.doc 2 combine them with the Fergus Falls HRA's Public Housing units forming an LLC. In the event of forming an LLC the units would be turned over to a new entity and the tenants would receive a voucher. Clay County is doing this transition at the present time with their family units. Otter Tail County HRA's Fiscal Audit is scheduled for May 17-18, 2018 with Carlson SV conducting the audit. Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail CountyHRA. 2018 TLC Tax Levy Projects; 12 applications have been received, 5 have been approved, one has been denied, 4 were inspected, 3 are in process and one was completed. 2018 Otter Tail County Tax Levy Rental program: 7 applications have been received, 5 have been approved, none have been denied, 5 were inspected, 1 is in process and none were completed. SCDP: Henning Homeowner Program update; 61 homeowner applications have been received, 14 were approved, 3 were denied, 11 have been inspected, 9 proceeds issued and 8 are complete. SCDP: Henning Rental Program update; 10 applications have been received, 6 have been approved, one has been denied, 6 have been inspected, 2 proceeds issued, and one is complete. SCDP: Henning Commercial Program update; 9 applications have been received, 7 have been approved, none .have been denied, 7 have been inspected, 2 proceeds issued, and 2 are complete. SCDP Dalton Homeowner Program update; 33 applications have been received, 4 has been approved, 5 was denied, 2 have been inspected, one proceed issued, and none are complete. SCDP Dalton Rent Program update; 2 applications have been received, and no other activity. 2018 MHF A Deferred Loans update; 1 application has been received and no other activity. 2018 Economic Development Program update; 7 applications have been received, 7 have been approved, none were denied, 7 have been inspected, two proceeds issued, anci none are complete. 2018 HRA Revolving Rent Rehab Program update; 1 application has been received, 1 has been approved, none have been denied, 1 has been inspected, 1 proceed issued, and none are complete. Mikel gave an update on the Small Cities project for Dalton. The Small Cities project was intended to take place the same time as the Public Facility's project. It took two years to align funds for the two projects (homeowner rehab, sewer and street work) to be done at the same time. Sewer lines are so old that any heavy rain overwhelms the entire system. At the March council meeting the council gave the impression that bids would come in under the preliminary estimated cost. At the April City meeting the Council read 5 bids for the Public Works project. All 5 bids were more than a million dollars over; claiming materials costs were affected by this year's hurricane season. The Engineers and the Contractors have conflicting opinions of when a good time of year to submit bids is. Regardless of these issues, the HRA's housing rehab will continue. If the Public Works project doesn't get started within the grant period, DEED money allocated for Public Facilities will go back to DEED. Mikel gave the board a brief update on the trailer homes that were burned this spring in Dalton. H:\Users\K.IM\Minutes\2018 minutes\minutes -otc April 2018.doc 3 Mary Jo Schwarz, Housing Administrator, gave the census report on the Otter Tail County Section 8 Program. For the month of February there were 116 leased and HAPS totaling $42,468.00. fu March there were 114 leased and HAPS totaling $41,984.00. The total activity was 16 annual re-certifications and 8 interim re-certifications. Twelve participants ended participation and there were 9 new admissions. There are 142 families on the waiting list. 12 vouchers were issued, none are in shop mode, and 4 applications are in progress. There were no ports -in and 1 port-out pending. There were 4 ports out paid totaling $4,999.00 for both February and March. The ELI percentage was 67%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for February 2017 were $1,960.00 and $2,448.00 was collected. There were $54.00 in late fees charged and collected and none outstanding. There were 34 applicants on the 2-bedroom public.housing waiting list, 18 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. In March 2018 rents payable totaled $2,016.00 and $1,372.00 was collected. There were $60.00 in late fees charged and collected. There were no outstanding late fees collected. There were 30 applicants on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 6 on the 4- bedroom waiting list. A New York Mills unit received a non-renewal of lease effective April 30, 2018. Pam has sent letters to every applicant on the New York Mills waiting list. She is-still searching of applicants. Our next meeting will be held on Thursday, June 21, 2018 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 10:50 am. Ml Bob Maki SI Robert Bigwood Robert Maki, Secretary Date H:\Users\KIM\Minutes\2018 minutes\minutes -ote April 20l8.doc 4 JI OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF April 2018 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. Otter Tail Power Co. Great Plains Gas Co. New Horizon Ag Service Home Depot URP URP RHR Tanya Westra -Mileage NF Field Abstract Otter Tail County Treasurer David Johnson CNA Surety Scott Rocholl Robert Bigwood Robert Maki Carl Linderkamp Salaries H:\Users\JEFFIOTC HRA EXPENSES 2014-2018\OTC HRA EXPENSES -Aprll 2018 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 513.18 $ 44.64 $ 124.26 $ 137.90 $ 567.27 $ 249.00 $ 907.18 $ 1,003.08 $ 44.29 $ 63.51 $ 250.16 $ 29.30 $ 100.00 $ 100.00 $ 78.00 $ 60.00 $ 85.00 $ 5,464.10 $ 101.75 $ 175.00 $ 87.84 $ 75.00 $ 133.85 $ 117.80 $ 12,444.16 OTTER TAlL COUNTY HRA EXPENSES FOR THE MONTH OF May 2018 Bank of the West -Office Rent Lakes Country Service Coop -Health Ins. Security Benefit -Retirement Otter tail Telcom U.S. Postmaster MN Benefit Association Ally -Vehicle Lease Mikel Olson -Mileage & Phone Jeffrey Gaffaney -Mileage Mary Jo Schwarz -Mileage City of Pelican Rapids City of New York Mills City of Underwood City of Henning American Family Insurance Co. Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. New Horizons Ag Services Home Depot URP URP URP RTW -Workers Comp N.F. Field Abstract Derrick's Carpet Cleaning Culligan Water Otter Tail Co. Recorder Steve's Sanitation Rapport International LLC Housing Data Systems Corey Feigum -Painting Jim Irwin Construction LLC Otter Tail Co. Treasurer PILOT Sal~ries ·H:\Users\JEFF\OTC HRA EXPENSES 2014-2018\OTC HRA EXPENSES -May 2018 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 496.70 $ 39.83 $ 163.50 $ 133.51 $ 573.24 $ 249.00 $ 915.51 $ 1,003.08 $ 97.95 $ 330.55 $ 89.88 $ 91.70 $ 99.27 $ 100.00 $ 74.61 $ 100.00 $ 500.00 $ 85.00 $ 125.00 $ 26.85 $ 230.00 $ 548.05 $ 200.00 $ 120.00 $ 250.00 $ 5,835.00 $ 2,775J)7 $ 12,622.58 June 21, 20·18 OTTER TAIL COUNTY HRA INVESTMENT LISTING FINANCIAL INSTITUTION Security State Bank Fergus Falls FUND OTC Tax Levy DESCRIPTION PRINCIPAL INTEREST RATE Money Market Certificate #215353 301,503.94 .50% ... -·-· --·-····· -· ... ·-; ,.,...' Security State Bank Fergus Falls Security State Bank Fergus Falls Public Housing MHF A-Loan Account Otter Tail County Tax Levy MHFA-HOMEAccount Dalton SCDP Program Section 8 .Admin Reserve Public Housing Security Deposits NOW Account NOW Account NOW Account NOW Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2018\invest list otc -June 2018.doc .... Weekly Money Market Savings Commercial Money Market $19,905.46 .05% $7,060.60 .05% $9,675.43 $24,766.92 $481,976.99 $832.63 $70.16 INTEREST -PAID Maturity Automatic Deposit Monthly Account #9312-004634 Monthly Account #9312015673 ,: I.D. # 41-1518930 PURCHASE DATE MATURITY DATE 6/28/18 -:"•'.-: RESOLUTION NO. 121 WHEREAS, the Otter Tail County Housing and Redevelopment Authority (HRA) hereby amends Article Ill, Sections 1 & 2 of its By Laws to read; ARTICLE Ill -MEETINGS Section 1. Annual Meeting. The annual meeting of the HRA shall be held on the 3rd Thursday in February of each year at 10:00 a.m . at the HRA Offices, 1151 Friberg Avenue, Fergus Falls, Mn. 56537. Section 2. Regular Meetings. Regular meetings shall be held according to the approved meeting schedule at the HRA Offices, 1151 Friberg Avenue, Fergus Falls, Mn. 56537 at 10:00 a.m. on the 3rd Thursday of every other month starting in April of each year, unless the same shall be a legal holiday, in which event said meeting shall be held on the 2nd Thursday of the same month. NOW THEREFORE, IT IS RESOLVED, the above mentioned changes are made to the Fergus Falls HRA By Laws effective June 21, 2018. Dated: June 21, 2018. By: ___________ _ Robert Bigwood, Vice-Chairperson Attest: ----------- Robert Maki, Secretary By: ___________ _ Jeffrey Gaffaney, Executive Director - .,, Section S. Vncnncios. • Should the office of C'nair.:1an, Vice-Chair.nan or Secrot::..-ry become vacant , the Authority shzll elect a successor from its m1::r.ibcr- ship at the next regular meeting, ~nd such election shall be for the unexpired . t er.:i of said offico. When the of fice of E:::::ocutivo Director bccowes vacant, ·tho Authori ty s hall appoint n successor, as ·aforcsaid. Secti on 9 . Additionnl Per sonnel. The Authorit y _~~Y, f rom time to time employ such parsonncl as it deems necessary to exercise i ts power s , duties nrrd f unctions as prescribed by t he _ ?funicipal Housing and Redavol opinent Law of r-~nno- sot u t.pplicr~bl e t her eto. T'ne sel ection ·and cJJ::ipensut ion o f SU/:h per sormel (incl~di ng the Executivo Di r ect or ) s~nll be <lct cl"tlincd by the A~th~Tit y s ubject t o t ho l aws of t he Stnto of Minnssot u . A;;:.T!Cl.E I!! -r,3ET!NGS Section l. Annunl Moet.ini . Tho annual n~c~t i ne of t he Authoritr shall be hol d 0::1 tho l est T'nursdcy of Ai..:.gc.st .o,t 2:00 o 'clcck P.M. at t h"' regul n.r t1cet:ing Section 2. Rcgt1l c.r tl.eetings .• Monthl y meetings shall be hel d without; notice ut the regular meeti ng plucc of t he Authorit y en the l ast Thtirsc.o.y of oach non t h . at 2 : 00 o I clod: P . N. tml ozs t he ·sr:.:.,e sh~ll be a l egal holiday. in which ovcnt s~id meet i ng shall bo hel d c~ t he next s~ccecding secular day. Section 3 . Specinl ~.:~otinrs . Spoci:il r.:.c~t ings of the Auth0l"i t y l'.!ay bo ca!led by the Ch~i:r.;i~, or t~:o nc::::ic:;:!; o f t ht1 Autho:d .ty fo-;;:-the purpose of t n:.11s - d.e J..ivc:rcd nt a.i,y t im~ p:ri o.:-to the t i::lo of t he proposed ~cct i s1g to cnch c.~moer of the Author.Hy or m:-.y be r.13ilc d to t ho buf.incss or hc;;:i::: :;.d<l:ro.::s of Cflch r:!C::i'.,er of t ho Authority nt l o~t t'.:fO (2) d ,:;y .'.; prior to t he dat.o of such ·spoci .?.l rr.ecting. At su~h spocinl oc~ting no businc55 sha l l bo consid~rcd othc~ t h ~~ n.s dcsi 2nrrted i n t r.e c~ll, but if nll ~c~~crs of t~o A~thority ar~ pr~scnt at u spcci~l ~~eting. any i:md .:!.ll bu.sines:; n ::i.y be t~nscct ed :it s uch spC!cit'.l mcoting·. 0 Fergus Falls/Otter Tail County HRA Housing & Redeve lopment Au thority EOUAJ.kOtJSpfr,j() OPP'()A'tl,INIH OTTER TAIL COUNTY HRA 2016 Capital Fund Program Activities: $20,273.00 1. Ope rations -$4,000.00 2. Window re pl ace ment in 3 Henning units -$15,700.94 Balan ce of $572.06 2017 Capital Fund Program Activities: $20,561.00 1. Op erations -$4,000.00 2. Wi ndow replacem ent in 2 Un de rwood uni ts -$1 1,07 4.97 Bala nce of $2,425 .03 2018 Capital Fund Proposed Program Activities: $31,337.00 1. Driveway replacemen t and expansion 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 2. Repla ce composit e railings on ext eri or decks & sta irs w ith metal rai lings 3. Replace as phalt roofs in Henn ing & Und erwood with metal roofing ______________ Providing Housing Opportunities 0 ·--OPPORTUJ'j 11 Y 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@prtel.com www.ferg usta llshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 OTTER TAIL COUNTY HRA BOARD APPOINTMENTS NAME DATE OF ORIGINAL DATE OF DATE OF APPOINTMENT REAPPOI TME T EXPIRATIO Scott Rocholl, Chairperson 08/08 08/13 08/2018 Robert Bigwood, 09/08 08/14 08/2019 Vice-Chairperson Carl Linderkamp 09/17 08/2020 Dave Johnson 10/16 01/2021 Robert Maki, Secretary 06/10 08 /1 7 I 08/2022 H:\U ers\JEFF\l3OARD APPOINTMENTS OTC I IRA.doc .. _______________ Providing Housing Opportumt,es ZOJIMCPP ui.a,• A.epor11,16..2011 • 6,1..2011 (Appllu to Slart Up Pro1ram lo•,-Only) --...,.,lfe&n\NITTII Amouni: lu"' Cernmln•d Amoun\ •u,u1Tt1•1 Albirrtlu/f1HbornCo. s S23 204.00 13 I MfT ......... s l.)7.290.00 2 MfT ..... s S..ffS.,tS.00 150 MET ~-"" s 1147,6'.00 10 MET s 619655.00 I NOTM£T s 100.000.00 l MfT ,.,.tt s 11217'4.00 " MO ChioiHW& s 100,000..00 ' Mfl Chino $ !137132.00 21 MO $ 1016078.00 10 "" "'' s ?l0Ji89.00 ' Mfl c,--s l 09S.1•1.00 ' 5116,53).00 "" Grant s 100000.00 1 55141.UlO MET HudwilltFI Rt Iona! Oev. Commisslon 14S3611.00 ' 71A674.00 MfT H,enr,toln S U,991.313.00 "' 53•560132.00 Mfl ICmd~ s nu11.oo ' S'16Df,l!l.oo MO Mruod s 6U501.00 I S'41il•.OO MO Mow•r s "10637.00 " 52121,3S7.00 MO NorthM,r,h10 s 2Hl61,00 . 53195-9.00 MIT t.'W MN Mvlll-Co. HM s ).461.070.00 ' • NOT MET OakdM s 471046.00 lS MIT Ohmttd s 2 611738.00 "' Mfl O\tfl'l•lt s J'16'2..00 l "" 0w .. Stttelt $ 62'107.00 • 51525'.00 MET , __ s 404 '42.CIO " 510656666.00 MO ll~Wm s 20,111.00 • 5927132,.00 Mfl Rlct s 1122,639.00 10 $1 4 4468.00 MIT S(:ou s 207304.00 25 s• tJO 309.00 MIT SE MN >Miu-Co-. HlA s l ll0.!1121.00 • S1u.211.oo MO ~rilllfnt1 s • 22 $4.236..JlS.OO MO S1ln1Cloud s ., S5US!IIS4.00 Mfl S1ir,1lo11h s " Sl SOOGGUXl MIT ~-M s s S•I049S.OO MO SW 1\-)ot,.ar °"· CGn\ffiOtJio,i s • 7Jf:t77.00 "" ,,,., s 160 575.00 ' Sll4913.00 Mfl Wuhlri.,on s U53H3.00 " S917Cl627.00 Mfl Wir,on1 s 410,192.00 12 Sl 39:?QSJ.OO MO ........ .,1 s 2-1&1'61.00 33 SUU:,161.00 MfT Tol&k 56CJ,o50,21S.OO .,.,,.,., SIU,!12,7M.OO "P;u,:ldpanu ffl'IHI us• ,111 lu11 5°" ol 1h1lr allon1lon by th1 irnd of 1h1 pro1111n vear In 01du to p1nlclp111 nm yHr. ••1-1a1.MCPPflicibl1. 1on-.n1r11101"abo...11he8°"AluMitdi.ln Income. ,:ofUuu '"'" "" Ol":' "°" 10% "" "'" '"" ,.,. 161" 1,.,, "" "" "" ""' llr>" lSl• 1171' n," "" 553,c 2,1" 11411 "" , ... 327" 126" ,.,. "" 2"" .... "" >ti% "" "" 238% "'" ,..,. n,,.-; ~ far lnfonn&tlon.■I P'urpOMS O"IY •'Addition.a S11r, Up le•l'll 51irpUplo1>ru Totallo•nArtiYlty o-••vm•"t •"Cl Oomc Con Louis ---J!.11..Elm. ~ lo1n1 Cem-rnlt1 4 •--·-t 10.1\l C.!"!"'ltt110 llmOUf'II ,.., r"•mmlN-.1 •-viii M•t1tHeloa..._ n-,, •• ,,. • ..t .... 0 S IS 150.719.00 14 SllOHl.f.01 "''"s 111 000.00 $ s 2 SU 2L~ "''"' 12500.00 ,ss 9 6S0.6~9.00 s Ull3,0,00 22S $(•,6! A3'.0: ""' 2 016,SOO.OO ,s aSJ.SSSOO ss 995,911.00 " Sl.71611J.OI """ Ul,G00.00 0 $ 15 UO,SSS.00 2 S116S-41.DI lt>O>IS 15 900.00 0 $ 0 S 1 ssun.o "'s . 179516.00 ss 1,2077300 1 55.4'0116.0: '"' 121100.00 $ ' ti "" 1'000.00 ss 991559,00 "' S!l7230.00 " "" $ us 200.00 3 s-117'700 ,s 535.519.00 16 l°"'' 134,100.00 lS """"" • ,.,. s 24000..00 s lS I 450.00 ' smou.o 1-o,,cnoo 0 I< I ~Sl 41C lOOl< 411Xl.OO 2 317162.00 I S 127474.00 1 S1.2Ul10. l"' ,000.00 ,ss 9.650.SS0.00 ,,, 7,000 Sst.00 ,. 5S12U.1f0. ..,. 2,356,SOQ.00 ,s 41'451,00 s 1 513-IZ.51'. 1 .. , 1000.00 3$ 476..7H.OO ,, S06SS.OO " 51.961012. 8&'Jl(.S 81.200.00 "' 22' 971.00 ,, 167,607.CO 1S $2511942.CX '°"'s 172 500.00 s 1S 1691611.00 s S701 tl7.oo 100, S lSJ00.00 ,s 361,076..00 I $ 4607S.OO 11 $1.132.IK. """ "-500.00 ,, 3730\700 ,s 914,.96-11.00 21 $3.9lt 100. ""' s ll0.400.00 11 S l 981 S06.00 ,s 112S090.00 ., $10 l•OIA7.00 ,.,. S20000.00 s I$ UU77.0CI . s~. ,_, 1',000.00 1.$ 111105.00 "'"" "'"".00 lS 3.210,7ll.OO ,, 1.'JQ.Ul.00 ., 100, S ,SJ S00.00 I$ 1471U.OO s ' lOOl<S 56100.00 51< 930,764,00 0 S lS 51,34S232. l°"' 121200.00 's l.,910,IS'-00 ss 1,1!51S7.00 " $8.0-6.921. 97" S 34Ci.<IOO.OO l S 164900.00 ,s 419,595.00 1 St,4'C.767 l<X>•S 7),CXX).00 SIS 171<ll!ll00 ., 1.11,JS,.00 " SU2171J. '"°" 30).400.00 ,s 51272S.OO JS 3S0633.00 .. S6699lll.00 "" 351500.00 "' 420S30.00 ., SUIMOO " SJ,444011. 91"$ 115 700.00 s l $ 136,26200 S6tUS7.0 .. JS nu!.4-oo ,s .c.JS 940.0'J ll Sl.601•11 "" 11100.00 IS 0 S 2 S1l4!111l. "" 3 :W0.00 ., 1.531 S72.00 "' 3 01!11489.00 " ~11 96" $ 600 300.00 1$ 97 691.00 I l-35,100 00 " l°"'' 102100.00 ,s 1,474.77Ul> 12$ 2,36Ul7JJO S2 ... Ul,100.00 1'11) 31,896,'711.S.00 16& $ H,77!,6'1.00 ""' $ 967' s. ,,,,0,100.00 Program OTC Tax Levy -Homeow ner (2 018) Only TL Projects Leveraged w/ SCDP Projects TOTA L 2018 OTC Tax Levy -Rental (2018) ~ L , - SCDP: Henning Homeowner Rehab ;.--- SCDP : Hen ning Renta l Rehab SCDP: Henning Commercia l Rehab SCDP : Dalton Homeowner Rehab SCDP: Dalton Rent Reh ab SCDP -Preliminary Proposals MHFA Deferred Loans -2018 2018 Economic Development FF HRA Rent Rehab Loans Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update June 1, 2018 Proceed Applications Approved Denied Inspected Issued Complete 18 5 4 5 3 1 4 4 0 4 4 2 22 9 4 9 7 3 9 7 0 7 1 0 64 14 4 14 10 8 10 6 1 6 2 1 9 7 0 7 2 2 38 4 5 4 2 1 2 0 0 0 0 0 have begun mapping Battle Lake & Otter Tail; looking at FF neighborhood: Oak to ArlinPton an d Vernon to Channini:, as well as Lincoln from Union to Fribern 3 0 2 0 0 0 8 7 0 7 6 3 2 2 0 2 2 1 • ,Ii A B . Jar>-17 Feb-17 Mar-17 ,Anr-17 Mav-17 Jur>-17 Jul-17 Au<>-17 Seo-17 Oct-17 Nov-17 MC-17 Total 'l'ltH; Jan-i8 Feb-18 Mar-18 --·---,a Jun-18 Jul-18 Auo-18 Seo-16 Ool-18 Nov-18 =-'8 Total 16 14 .E. "' 12 ., 0 10 C "' ...& ::, B "' ~ 6 • .fil. 2 ..fil. ..fil. * ..2i Comments MN177 HCV Leasing and Spending Projection C D E F G H I J K L Vouchers Qlhe, Planned New Leasin.g Estimated UMAs Actual U'-iLs Actual HAP Issued/Projected Addttions/ from issued Attrition T~ Ao ''""'" t::),..,t,,,.,j.:,.~ .. """""· UMLs: HAP: PUC: ActuaVProjected ActuaUProjected Actual/Projected 140 105 $37 356 5 105 $37 356 $356 140 107 $37 050 14 107 S37050 S346 140 106 <35 757 5 106 S35 757 $337 140 108 $37118 8 ~ 108 S37 118 $344 • 140 109 537 655 2 " 109 $37 655 <345 140 112 $39642 2 ' 112 $39 642 5354 140 111 $39.273 1 I 140 112 $39197 --12 c ' 111 $39 273 $354 112 $39,197 $350 140 111 S38 517 2 -111 S38 517 $347 140 111 $37 966 6 -111 $37 966 $342 140 113 S38 980 3 113 S38 980 $345 140 116 540,194 5 116 $40,194 5347 1,680 1 321 $458 705 65 0 11 -27.3 1,321 $458,705 $347 140 118 540967 ..s 118 S40 967 5347 140 116 $42 468 7 -116 $42,468 S366 140 114 S41 654 9 114 $41 654 $365 140 112 541100 8 112 $41,100 $367 140 116 $42 777 4 116 $42,777 S369 140 121 $43 337 0 121 $43,337 $358 140 0 $0 Q 1 -2.5 119 $42 756 S358 140 0 $0 0 ~ a -2 5 117 $41 995 $358 140 0 $0 0 --0 -2.4 115 $41148 $358 140 0 $0 0 0 -2.4 112 $40.291 $358 140 0 $0 0 0 -2.3 110 $39452 $358 140 0 $0 0 .... 0 -2 3 108 S38,630 $358 1 680 697 $252 303 33 0 9 -28.9 1,379 $496 575 $360 Issuing/New Leasing/UML Trend 125 $50,000 545.000 120 a. <{ $40,000 I 115 C "O 535,000 ;;:: C r-"' S30,000 110 (/) <{ CD 525,000 <{ 105 >-S20~000 :c c $15,000 100 0 ::a S10,000 95 $5.000 -vouchers issued or projected lo be issued Actual or Projected Unils Leased -Projected New Leasing from Issued Vouchers M N 0 Manual PUC Ovenide Cumulalive % Cumulative% 8igibility Annual Leased ~oMaaoa 75.0% 98.7% 757% 98.3% 75.7% 97.0% 76.1% 97.3% 76.4% 97.7% 77.0% 98.9% 77.3% 99.6% 77.7% 100.1% 77.9% 100.3% 78.0% 100.3% 782% 100.5% 78.6% 101.0% 78.6% 101.0% 84.3% 102.8% 83.6% 104.7% 82.9% 104.7% 82.1% 104 3% 82.3% 104.9% 83.0% 105.5% '-83.3% 105.8% 83.4% 105.7% -83.2% 105.5% -82.9% 105.0% 82.5% 104.5% -82.1% 103.9% 82.1% 103.9% Spending v. Funding ~ FINANCIAL. Beginning Year: Cash&. Investments (Vr,1S) of S58,605 compares to RNP (VMS) of $15,322. Current: Note negative UNP of $-381,510. VMS Cash & Investments of S41,177 compares to VMS RNP plus UNP of $9,232. * 68 T9 HUD Page 2 p 0. R MonlhlyABA Monthly UML % Expended % 75.0% 98 7% 76.4% 97 9% 75.7% 94.5% 77.1% 98.1% 77.9% 99.5% 80.0% 104.8% 79.3% 103.8% 80.0% 103.6% 79.3% 1018% 79.3% 100.3% 80.7% 103.0% 82.9% 106.2% 84.3% 102,8% 82.9% 106.6% 81.4% 104.5% 80.0% 103.2% 82.9% 107.4% 86.4% 108.8% 85.3% 107 3% 838% 105.4% 82.1% 103.3% 80.4% 101.1% 78.7% 99.0% 77 0% 97.0% I I 6/13/2018 MN177 HGV Leasing and Spending Projection A 0 C 0 G H PHA Name Otter Tail Couotv HRA PHA Numt,er MN177 Funding ACC/Funding Jnrormallon Proration/Offset Program Projection Variables Levels Current Year Year 2. Year3 {2017) (2018) {2018) '. Success B•i• l 20% I Annual I Turnover Rate 84!)ln01tigACC 140 140 140 VOU<lllers Year 2 (2-018} : Retienchmark 100.~ ~ Current Year Year2 Year3 .. (2017) (2010) (20~8) Year3 (2019) 100.0% Rebenci,mark Time from Issuance to HAP Effective Date (Current: 2,2 months) ~ ~ $454,097 $478,119 $496,575 ~ Year 2 (2018) 0.0% Offset % leased in 30 25% days Offset of HAP so so $0 Reserves Year3 (2.019) 0.0% Offset % leased In 30 40% to 60 cays ~ so ~ - .. % leased In r;o 25%' toOO days !:l!!ll!II.C~!JM1 $0 $0 E.ll.tJiliog $0 ·1 Year, (2017) 77.0% % leased ,n 90 10% to i20 days " Tota! ABA Funding $454,097 $478,119 $498,575 P/oVilled Year2 (2018) 77 0% % leased ,n , 20 0% o 150 days ' PHA inoome 5234 $353 13 HUD-Hold Roconclliatlon ~ TotatCash-Cash Sufficiency Check Bll<lOhdli!II!® Suppo,ied Priof $28,989 $24,615 $6,512 Year•End R$$t!IV&$ HUD-established HUD-establlshed CYEHHR $16,198 CYE HHR 15 (Recon Line 19 (Recon Line 19) HUO-est,mated PHA•Held Cash TIIIIII,........ !Nill ExcHs Casi! S12,791 $58,605 12/J112016 ,. (ReC()(l Une 19) (VMS) Total Fu<1d,119 $483,320 $503,087 $503,087 Avatlable HUD-$28,989 $74,803 HUO-R.econcl/&d Reoo1}ciled (Cash Gapped) 17 -- Lc,,,yerofH17n17 $28,989 lo'Ner of H17Ai7 (May Override) (May Override) HUO-Reconclled Excess Cash Y PHA RNP 112/31/2016) HUDY. PHAi $15,322 -c.-VMS EOY d~ference: RNP ====.::s:z:=.= 1$2,53 00) or ~OYExceu <l..6% or-E:1ig1bUtty ~ .. ~ $12 791 HUD Page 1 25.0% •NOT FINAi.' inflation Estimate 4.2% Administrative Fee.s Analysis ..,.7,200UMLs > 7,200 UMLs (No Proratton) (No Proration) $59.95 $55.95 MNH7 has a -cost per UMI.. of Sl12.07 con-ipareo to lla Earnlng&IUML &. S~• ~r gIOUP of $45, 74 (a ~iffer&r>C:• 01 S9,2%) an<I 111 si;,te peer group (Of 11! PHAt In m• stale) of $55 "Ml (1 dlf')'erenoe of 60,31') 0 a Leasing and Spending Outcomes: Current and Following Year Projections , : UMl %of ACC 78.6% 821% (UMA) HAPB<pas% 94 9% 98 7% All Funds HAPExp as% 101.0% 103.9% of Eligibtlity only -.. Pro1~ecl 12131 To1afHAP $24,615 $6,512 Reserves HAP ResefV(>s as% o/ ASA 5.4% 1.4% (Start 6 4!f./ Potential D 0 T-e-rminabons -.. ~ ProJeclad T olal $97,748 19.7% HAP Reserves =:=::r::,-::;,:r.,:,:,t.,,, ,... ____ •-OJ.. RA " ' . : Ad1T1i11Fee, Earned (PY $58,992 $61,671 $64,723) Expense $141,974 $147,351 c-........ nse.~ 240.7% 238.9% Baud on the rnosru,ce!'lt, ott1C161 (arid ot fi1eal yHr) UNP, MN177 has a projec:ted"2017 Cafet\<jar Year-End (CYE} UNP of ~S302'.7e2)(or -G14 Kot CV 2011 Earned Ad~ Faet:} and 1 <1>1e CY£ l)NP <'I ($448,451) 10< ·727 2" Ill CY .018 E- Adm1n FH'I} 6/1312018 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM APRIL & MAY, 2018 Ann1,1al Recerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/ Absorbed Ports Out/End Participation End Participation Shop Mode/AAS New Admissions Waiting List/To Date Vouchers Issued/Current Applications 1/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Receivable In-House Transfers ELI %/To. Date 13 29 0 0 0 0 0 5 1 8 177 0 5 0 2 4/$4999; 4/$5003 0 0 75% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units April 2018 Rents Payable $2,240.00 Rents Collected $2,756.00 I Late Fees Charged $ 17.00 " Late Fees Collected $ 17.00 Late Fees Outstanding $ 0.00 I ELI Percentage NY Mills -non renewal oflease effective 4-30-18 Waiting List 2 Bedroom 18 3 Bedroom 5 4 Bedroom 5 Units owned by OTC BRA ' 3 Bedroom Rambler 1-NY Mills, I-Henning 3 Bedroom Duplex I-NY Mills, 1-Henning, I-Underwood, I-Pelican 4 Bedroom I-NY Mills, 1-He.nning, I-Underwood F:\HRADATA\Users\Pam\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units May2018 Rents Payable $2,031.00 Rents Collected $2,006.00 Late Fees Charged $ 12.00 Late Fees Collected $ 12.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% NY Mills -move out 4-30-18 -new lease signed 5-24-18 Waiting List 2Bedroom 16 3 Bedroom 12 4Bedroom 6 Units.owned by OTC HRA 3 Bedroom Rambler 1-NY Mills, I-Henning 3 Bedroom Duplex I-NY Mills, I-Henning, I-Underwood, I-Pelican 4 Bedroom I-NY Mills, I-Henning, I-Underwood 1 MN177 HCV Leasing and Spending Projection .. ,~,., Vouchers Other Planned New Leasing Estimated UMLs: HAP: PUC· Manual PUC CumuJative % Cumulative % Monthly ASA UMAs Actual UMLs Actual HAP lssued/Prpjecled Additions/ from Issued E!lgibili\y Monthly UML % ;:_-tJ .• -: To RA ,,.,..A oo.< .. .-:,o• \Jo,.,ho,o Attrition Actua~Projected Actual/Projected ActuaVProjected Override Annual [.eased C~oooA;,_, Expended% Ja11-18 140 118 $4D 9f57 5 118 $40 967 S347 84.3% 102.9% 843% 102.9% F""'-8 14D 116 S42 468 7 116 $42 468 $366 836% 104.8% 82.9% 106.7% Mat-18 140 114 $41654 9 114 $41,654 $365 82.9% 104.7% 81.4% 104.6% Aol'-18 140 112 $41,100 8 112 $41100 $387 82.1% 104.3% 800% 103.2% M_._19 140 116 $42 777 .3 116 S42.777 $369 82.3% 105.0% 82 9% 107.4% -Jun-18 140 121 $43 337 0 121 $43 337 S358 83.0% 105.6% 86.4% 108.8% Ju~18 140 117 $41 571 0 117 $41,571 $355 831% 105.4% 83.6% 104.4% Alia-18 140 116 $41 333 116 $41,333 S356 83.0% 105.2% 82.9% 103.8% Seo-18 140 0 so 0 -2.3 114 $40,528 $356 = 82.8% 104.8% 81.2% 101.8% Octr18 140 0 $0 -0 -2.3 111 $39 717 $356 82.5% 104.3% 79.6% 99.7% Nov-18 140 0 $0 0 -2.2 109 $38 923 $356 c--82.1% 103.7% 78.0% 97.7% Dec-18 140 0 so 0 -2.2 107 S38144 S356 --816% 103.1% 76.5% 95.8% Total 1,680 930 $335,207 32 a 0 -9.0 1,371 $492,519 $359 81.6% 103.1% , ..... : Jan-1s 14D 0 -2.1 105 $37 381 $356 749% 91.1% 74.9% 91.1% Fet>49 140 ---...... -0 -21 103 536,634 $356 --., 74.2% 90.2% 73A% 89.3% Mar,19' 140 .. ...:.. ~ --0 -2.1 101 $35 901 $356 ~ 734% 89Ylb 720o/o 87.5% Anr-19 140 ---;; --'"'-": 0 -2.0 99 $35183 $356 =i 72.7% 88.4% 70.5% 85.7% I.UY-19 140 ~= --...., o -2.0 97 $34 479 $356 720% 87.5% 691% 84.0% Jun.19 140 -= :;.c_ ~ =; 0 -1.9 95 $33 790 $356 -713% 86.6% 67.7% 82.3% Ju~19 140 ~ ~ ' "'-0 -1.9 93 $33,1 14 $356 70.6% 85.8% 66.4% 80.7% A"~ 19 140 =-..-, .. :,w ..,,, 0 -1.9 91 S32 452 $356 -69.9% 85.0% 65.1% 79.1% S=19 140 ; --,--c::--0 -1.8 89 $31,803 $356 --69.2% 84.1% 63.8% 77.5% Oci-19 140 ~ -----0 -1.8 87 $31 167 $356 68.5% 83.3% 62.5% 75 9% Nov-19 140 0 -1.7 86 $30 543 $356 ~-67.9% 82.5% 61.2% 74.4% "-19 140 0 -1 .7 84 $29 933 $356 -67.2% 81.7% 60.0% 72.9% Total 1680 0 $0 0 0 a -23.0 I 129 $402,380 $356 67.2% 81.7% lssujng/New Leaslng/UML Trend Spending v. Funding -$50,000 10 HO 9 I .. S4S,OOO Wl a. 8 ----< $40,ooo I ---I -U> ------l'l 7 ---100 C 'O $35,000 --s: C ·----C 8 ---60 r "' $30,000 "' ::, 5 ff) < -$ 60 CD 525,000 4 <: ' >, $20,0D0 -3 I 40 1: 2 c $15,000 0 1 20 ::;-$10.000 0 0 $5.000 rt>'"' "'~ ,,,~ r:,~ ¢>".., l" ,...'t> ..._'o ~ ..,_'o .._'b ..._'b i...tb ,.,_Q, ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ u .f l" ~$ ~..,fJ' <-}' <,}" , .... ~ ~# ~# <t'ef' ," ~ .... ~ " ... If -i>"(J,<:, ➔$ /-~ ., .... rf ~,ffe , .... ~ ,<f' ..... ~ .,,,<f ,# :»# so '\ -..: ,.,_...: ~ '\,: 'ti' ~ 0.,: "'" "'i.. I ~~~~~~~~~~~~~~~~~~~~~~~~ -, .... <6'~..._""'➔ .... <f /P.,#.,# , ... {f!,,, .... ef',,. .... ef'.,,,(&-/~~,<f , .... tP ,,<f'➔,<f' ,~tP.,,ff'.,,-rf' , .... <f,.,~<6'"'.._<6'.,,,<6' ,,ef'~~tf -Vouchers Issued or projected to be issued -Projected New Leasing from Issued Vouchers ~ t,; • " ~ ,"' " ~ "I) t,.: " I>,: >.°' )o._ Actual or Projected Units Leased .. Estimated or Actual HAP -Monthly ABA and Combined HAP Reserves -Monthly ASA _,_ Comments. I -t t-r I I --~ I FINANCIAL -Beginning year: Cash & lnveolments (VMS) or $46,270 compares to RNP (VMS) of $4,041. Cul'N>nt: Note negative UNP of Si-410,000. VMS Cash & Investments of $40,042 compares to VMS RNP plus UNP of $-3,458. ,- ,-,_ li'Hl,11111 HUO Page 2 8116/2016 PHAName .lnll!iLM. ~ ~ Offoet o! HAP Reserves SetA.i<se FundinO NewACCUn,ts Fundi!lg TOUIIABA Funding Provided PHA Income Tot¢ Cash- Supported Pnor Year.End RaHN8$ Total Fund,og Avatlable 1 HUD Otter Tail COllntt HM ACC/Fundlng Information Current Year t2018) 140 Current Ye¥ (20 8) $477,829 $0 $0 $0 $477,829 $559 $23,955 $502,343 Year2 (2019) 140 v..,2 (2019) $492.519 $0 so $492,519 so S9.824 $502,343 PHA Number Year3 (2020) 140 Year3 (2020) $402,380 so so $402,380 $99,963 $502,343 MN177 HCV Leasing and Spending Projection Ynr2 (2019) 100.0% Rebenchmark Y-3(2020) 100.0% Rebef\Ch/nari< Year 2 (2019) % 'E><te88' 00% Reserves Ollset Year 3 (2020) % 'Excess' 0.0% Reserves Offset ---~tr,; ' .. ,.-·it;. ..... 1·,..,.. t : Adml;1strati~; F~~·;. ~-:•:~ &.~·~t:f. .·~ '",'r."· ·.f•~'-t-~ ~;)., Year 1 (2018) wo-ear Access. Additional Tools Program Projection Variables succe11 Rate 20% Time from luuance to HAP Effective Date (Current: 2,2 month•) % leHeO 11130 25% day• % leased tn 30 to 40% 60 days % leaaad tn 80 to 25% 90days % leal8d on 90 to ~0% 120den Annual Turnover Rate 24.0% PIC EOP % as of 6/30/2018 (30 EOPs) 2586% Year2 (2019) 770% % leased ,n 120 0% J to 150 daya HUD-Held Reconclllatlon Cuh Sufficiency Check HUO-estabhshad CYEHHR (Recon Line 19) HUO,,esbmatlld Net Exceas Cash (Recoo Line 19) HUO- ReccncitJd LowerofH17nH (May Overnde) $23,995 ($40) $23,955 $23,955 $46,270 $70,265 1231.2017 Recoocllfa on HUO..•tabllthed CYEHHR (Racon L,ne 19) PHA•Hekl Cash 12/31/2017 (VMS) HUO-RIICO(ll;/led (Cash Capped) LowerOfH17M7 (May Overnde) HUD-Reconciled xcess Cash v}'HA RNP 12131/2017 HUOV difference: ($4,081.00) or• 0 ~ of Ellglbillly $4,041 <-VMS E RNP EOYE~cess S40 Pagel [__ Administrative Fees Analyala <-7,200 UMLs (No Proration) S59.95 > 7 200Ul.!Ls (No PronltJon) SSS.95 Leasing and S~ndlng Outcomes: Current and Following Year Projections UML %<:lfACC (UMA) HAPExl)as % AM Funds- Projected 12/31 Total HAP Reser,es HAPRese,w.s •$ "of ABA (Start 5 °"' Admon Fees Eamed(PY S59,722) Expense 81,6% 67.2% 980% 80.1% $9,824 $99,983 21" 20,3" so $40,860 $62,383 $51,201 $157,816 S149,892 253.0% 292.7% 8116/2018 7 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JUNE & JULY, 2018 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 lssuecl/Current Applications I/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI %/To Date 8 7 0 2 0 1 0 1 1/Port Pending 10 199 2 6· (+ 10 letters sent) 1 4 2/$2334 0 0 71% ' . -111{/ OTTERTAIL COUNTY ;UBLIC ~OUSING ~ FAMILY UNITS BOARD REPORT 13 Family units June 2018 Rents Payable $2,079.00 Rents Collected $2,604.00 Late Fees Charged $ 59.00 Late Fees Collected $ 57.00 Late Fees Outstanding $ 2.00 ELI Percentage 100% Pelican Rapids -move out 7-2-18 Waiting List 2 Bedroom 14 3 Bedroom 8 4Bedroom 6 Units owned by OTC HRA 3 Bedroom Rambler 1-NY Mills, I-Henning 3 Bedroom Duplex 1-NY Mills, I-Henning, I-Underwood, I-Pelican 4Bedroom I-NY Mills, I-Henning, I-Underwood H:\Users\Farn\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 family units July 2018 Rents Payable $2,092.00 Rents Collected $1,854.00 Late Fees Charged $ 45.00 Late Fees Collected $ 47.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Pelican Rapids-move out 7-2-18 -new lease signed 8-2-18 Waiting List 2 Bedroom 18 3 Bedroom 13 4 Bedroom 7 Units owned by OTC BRA 3 Bedroom Rambler 1-NY Mills, I-Henning 3 Bedroom Duplex I-NY Mills, I -Henning, I-Underwood, I-Pelican 4 Bedroom 1-NY Mills, I-Henning, I-Underwood HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 EOIJIIL .0.~fr.Kl OPPOAlUNrT'I Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE: MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director August 9, 2018 Meeting to be held Thursday, August 16, 2018 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Regular Minutes of the June 21 , 2018 Meeting AGENDA I. Chairperson -Call Meeting to Order 2. Approval of Minutes 3. Ex~etiu ive Director A.,/ ii ministrative Expenses -June 2018 & July 2018 Bf l}(vestment Listing c~kJ pita! Fund Program Update D.ti 9 Tax Levy Request to Otter Tail County Budget Committee E./2~~A 12/31/ 17 Fiscal Audit F ;7,!.UD Site Visit 8/28/2018 G".' ~ Board Member Appointment Hx~: Agency Plan Public Hearing 10/18/2018 L John Dinsmore and Nick Leonard (Otteri ail Counti) here to dis~ss _ _ _ -4- potential EDA Powers for the HRA ~~Iv\ -fl-."'~'-~" 4. Rehjlb Specialist -Mikel Olson vf:'. ~tte.J' 4,, .... -t ~ A✓Jax Levy Update B.1 ax Levy Rental Update C. /i:DP Update -Al l Cities D.~tFA Update 5. Hou ng Administrator -Mary Jo Schwarz A. "Uyer Ta.ii County Section 8 Update 6. Ho~i~g Manager -Pam Minten A. Public Housing Program Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! H :\Users\.lEFF\Agendas (OTC)\AGENDA OTC 8-14-2018.docPage I of I _______________ Providing Housing Opportunities The Otter Tail County HRA Board of Commissioners met for their regular meeting on, June 21, 2018 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537. MEMBERS PRESENT Robert Bigwood, Vice-Chairperson Robert Maki, Secretary Dave Johnson OTHERS PRESENT Jeffrey Gaffaney Kelli Drayton Sarah Bertrand Mikel Olson Pam Minten Robert Bigwood, Vice-Chairperson then called the meeting to order. ABSENT Mary Jo Schwarz Tanya Westra Kim Sheer Scott Rocholl, Chairperson Carl Linderkamp A motion was made and seconded to approve the minutes from the regular April 19, 2018 meeting. Ml Dave Johnson S/Bob Maki The administrative expenses were reviewed for the months of April and May, 2018. The Investment Listing was reviewed; the only changes were the balances in the checking and savings accounts as of June 21, 2018. ' An Amendment was made to the Otter Tail County HRA by-laws regarding monthly meetings. Article 3 Section 1 & 2 was updated. The annual meeting for the Otter Tail County HRA Board of Directors is always the 3rd Thursday in February; all other regular meetings are on the 3rd Thursday of every other month their after. A motion was made and seconded with all ayes to amend the Otter Tail County HRA by-laws regarding monthly meetings, Resolution No. 121. M/ Bob Maki S/ Dave Johnson 2016 & 2017 Capital Fund Program and 2018 Funding update; Remaining balances from 2016 and 2017 will be applied to 2018 work items such as new deck railings, driveway repairs and potentially some roof replacements in Henning. 2019 Tax Levy Request to Otter Tail County Board; The HRA will be coming up with a proposal to present to the Otter Tail County Board at the Tax Levy Budget Committee meeting the end of August. HRA Board Member appointment for Scott Rocholl is coming up on August 1, 2018 and he has stated that he wishes to continue on the Otter Tail County Board, letters will be sent out next month for his reappointment. Again, HUD will be here for a site visit August 28, 2018 from 9:00am-3:00pm. H:\Users\KIM\Minutes\2018 minutes\minutes -otc June 2018.doc HRA 12/31/2017 Fiscal Audit was successfully completed by Carlson CPA. Board members will have copies of the completed audit at our August meeting. Mikel is wrapping up bids on the home in Ottertail, he is estimating between $80,000.00-$85,000.00 dollars in rehab and hopes to have this home on the market later this fall. New York Mills Rehab is underway as demolition will begin next week. The home that will be moved onto this property is located in Wadena and needs to be moved by July 22, 2018. The home located at 216 Nowell St. W., New York Mills is also under rehab as a new roof and dormer will be installed. Our New York Mills homes will be listed with Real Estate Agent. The Share House in New York Mills also might be a potential possibility for a rehab project. Mikel is estimating this project to be around $80,000.00 dollars. The Share House potentially will have about 11 units and within those I 1 units 50% of them will have to fall into our Otter Tail County Section 8 payment standards in order for us to proceed with a rehab loan. An application has been submitted but there has not been any decision made on it at this point. Mikel also noted that a trailer house in New York Mills has some major roof issues and neighbors are complaining about the condition of this trailer house. There has not been any decision made on whether or not we will be participating with that project. Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail CountyHRA. 2018 TLC Tax Levy Projects; 18 applications have been .received, 5 have been approved, 4 have been denied, 5 were inspected, 3 are in process and one was completed. 2018 Otter Tail County Tax Levy Rental program: 9 applications have been received, 7 have been approved, none have been denied, 7 were inspected, 1 is in process and none were completed. SCDP: Henning Homeowner Program update; 64 homeowner applications have been received, 14 were approved, 4 were denied, 14 have been inspected, 10 proceeds issued and 8 are complete. SCDP: Henning Rental Program update; 10 applications have been received, 6 have been approved, one has been denied, 6 .have been inspected, 2 proceeds issued, and one is complete. SCDP: Henning Commercial Program update; 9 applications have been received, 7 have been approved, none have been denied, 7 have been inspected, 2 proceeds issued,, and 2 are complete. SCDP Dalton Homeowner Program update; 38 applications have been received, 4 have been approved, 5 was denied, 4 have been inspected, 2 proceeds issued, and 1 is complete. SCDP Dalton Rent Program update; 2 applications have been received, and no other activity. SCDP Preliminary Proposals: The HRA has begun mapping for a Co-op between Battle Lake, Ottertail and looking at Fergus Falls neighborhoods (Oak to Arlington I Vernon to Channing) as well as (Lincoln from Union to Friberg) 2018 MHFA Deferred Loans update; 3 applications have been received, none have been approved, 2 have been denied and no other activity. 2018 Economic Development Program update; 8 applications have been received, 7 have been approved, none were denied, 7 have been inspected, 6 proceeds issued, and 3 .are complete. H:\Users\KIM\Minutes\2018 minutes\minutes-otc JlUle 2018.doc 2 2018 HRA Revolving Rent Rehab Program update; 2 applications have been received, 2 have been approved, none have been denied, 2 have been inspected, 2 proceeds issued, and one is -complete. Kelli Drayton gave the census report on the Otter Tail County Section 8 Program. For the month of April there were J 12 leased and HAPS totaling $41,100.00. In May there were 116 leased and HAPS totaling $42,777.00. The total activity was 13 annual re-certifications and 29 interim re-certifications. Five participants ended participation and there were 8 new admissions. There are 177 families on the waiting list. No vouchers were issued, one is in shop mode, and 5 applications are in progress. There were no ports -in and 2 ports-out pending. There were 4 ports out paid totaling $4,999.00 for April and $5,003 in May. The ELI percentage was 75%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for April 2018 were $2,240.00 and $2,756.00 was collected. There were $17.00 in late fees charged and collected and none outstanding. There were 18 applicants on the 2-bedroom public housing waiting list, 5 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. One unit in New York Mills had a non- renewal oflease effective April 30, 2018. In May 2018 rents payable totaled $2,031.00 and $2,006.00 was collected. There were $12.00 in late fees charged and collected. There were no outstanding late fees collected. There were 16 applicants on the 2- bedroom public housing waiting list, i2 applicants on the 3-bedroom waiting list and 6 on the 4-bed.roorn waiting list. New York Mills move out was April 30, 2018. New Lease signed May 24, 2018. Our next meeting will be held on Thursday, August 16, 2018 at 10:00 a.rn. There being no further business, a motion was made to adjourn the meeting at 10:50 am. M/BobMaki S/Dave Johnson Robert Maki, Secretary Date H:\Users\KIM\Ivfinutes\2018 minutes\minute~ -otc June.2018.doc 3 OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF June 2018 Bank ofthe West-Office Rent Lakes Country Service Coop -Health Ins. Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Ally -Vehicle Lease Mikel Olson -Mileage & Phone Jeffrey Gaffaney-·Mileage Mary Jo Schwarz -Mileage City of Pelican Rapids City ofNew YorkMills City of Underwood City of Henning American Family Insurance Co. Otter Tail Power Co. Great Plains Gas Co. New Horizons Ag Services Home Depot URP URP RHR Culligan Water N.F. Field Abstract Ballard Sanitation ' Networks for Hire Esser Plumbing & Heating .Mark Gawor.ski -Accounting Services Steve's Sanitation, Tax Levy Franklin Fence Ace Service David Johnson Robert Bigwood Robert Maki Volt Edge Electric, Tax Levy Pine Plaza Appliance Salaries H:\Users\JEFF\OTC HRA EXPENSES 2014--2018\O1:C HRA'EXPENSES -June 2018 $ 450.00 $ 2,100.00 $ 1,200.00 "$ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 281.01 $ 51.18 $ 139.52 $ 143.20 $ 414.61 $ 267.00 $ 872.38 $ 1,003.08 $ 578.16 $ 57.53 $ 63.61 $ 287.99 $ 100.00 $ 200.00 $ 117.00 $ 35.80 $ 170.00 $ 118.70 $ 150~00 $ 82.29 $ 1,150.00 $ 1,266.80 $-298.76 $ 75.00 $ 101.75 $ 75.00 $ 133.85 $ 200.00 $ 100:67 $ 12,151.40 OTTERTAIL COUNTY HRA EXPENSES FOR THE MONTH OF July 2018 Banlc 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 Horizons Ag Services Home Depot URP URP URP Networks For Hire N.F. Field Abstract Lumber Depot LLC -Tax Levy Housing Data Sy~tems Pinnacle Floor Care City of Perham Steve's Sanitation -Tax Levy Lakes Country Pumping -Tax Levy Franklin Fence, Capital Fund All Way Contsruction, LLC -Tax Levy Corey F eigum Painting RE/MAX Properties Salaries H:\UserslJEFF\OTC HRA EXPENSES 2014•2018\OTC HRA.EXPENSES -July 2018 $ 450.00 $· 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 285.37 $ 43.16 $ 70_.85 $ 144.60 $ 417.63 $ 269.00 $ 874.13 $ 1,003.08 $ 741.11 $ 44.20 $ 44.37 $ 371.86 $ 50.00 $ 100.00 $ 100.00 $ 150.00 $ 170.00 $ 11,158.52 $ 120.00 $ 192.61' $ 15.10 $ 493.00 $. 1,095.00 $ 19,463.95 $ . 4,700.00 .$ 730.00 $ 3,500.00 $ 12,281.24 August 16, 2018 FINANCIAL INSTITUTION Security State Banlc Fergus Falls Security State Banlc Fergus Falls Security State Banlc Fergus Falls Section 8 Existing Public Housing MHF A-Loan Account Otter Tail County Tax Levy MHF A-HOME Account Dalton SCDP Program ' OTTER TAlL COUNTY HRA INVESTMENT LISTING FUND DESCRIPTION PRINCIPAL INTEREST RATE OTCTax Levy Money Market Certificate #215353 Section 8 Admin Weekly Money Reserve Market Savings Public Housing Commercial Money Security Deposits Market . •,I ' 302,710.22 $19,912.11 $7,062.37 .65% .05% .05% INTEREST PAID Maturity Automatic Deposit Monthly Account #9312-004634 Monthly Account #9312015673 .,· _____ ·;_ .. __ ·--· ·:-: _._, ___ ... ·: .. : ·; -'·-' NOW Account $41,715.36 NOW Account $30,096.99 NOW Account $24,768.99 NOW Account $389,329.67 NOW Account $832.70 NOW Account $2,282.37 H:\Users\JEFF\INVESTMENT LISTINGS\2018\invest list otc -August 2018.doc l.D. # 41-1518930 PURCHASE DATE Renewed MATURITY DATE 6/28/2018 12/28/2018 -· .. --: ..... , .. ---·--..... ., '-' Jeff Gaffaney ' .From: Wunderlich, Mark E <Mark.E.Wunderlich@hud.gov> Sent: Tuesday, August 07, 2018 11:03 AM To: Jeff Gaffaney Subject: RE: LOCCS VOUCHER FF Forward a 2018 activity to use up the remaining funds. From: Jeff Gaffaney <ffhra@prtel.com> Sent: Wednesday, July 25, 2018 2:18 PM To: Wunderlich,, Mark E <Mark.E.Wunderlich@hud.gov> Subject: RE: LOCCS VOUCHER FF Thanks Mark ....... much appreciated One quick question ........ for our 2017 Otter Tail County Capital Fund program we have $4,070.05 dollars remaining after completing our window replacement job ........ shou)d we forward a 2018 activity to use up the remaining funds or wpuld it be possible to put the remaining $4,070.05 into 2017 operations and get the· program closed out? Thank you for your consideration. Jeff ,From: Wunderlich, Mark E [mailto:Mark.E.Wunder!ich@hud.gov] ~ent: Wednesday, July 25, 2018 2:10 PM To: Jeff Gaffaney <ffhra@lprtel.com> Subject: LOCCS VOUCHER FF FYI. I just approved the following voucher today for $14316.31 Voucher 09200890132 is approved. t.·"'vouchers~' 1(1 II ti Paid Payment ·□Lili . 'tt(>;:0~'---""i;[\_' ____ .::·<-----, ···___,_,··';E~'~t~~ .............. ~1:_· ~~~?$ _____ ::,'<:~,_: >.::....,]'"" ·;: ........... :~~p)----.:..1~~~-i. I) (9 2) .I 3) .I Sincerely, 092-00890132 07-17-2018 by JEFFREY GAFFANEY 092-00889699 07-12-2018 by JEFFREY GAFFANEY 092-00883877 05-14-2018 by JEFFREY GAFFANEY Mark Wunderlich Portfolio Management Specialist 1 14,316.31 4~,019.69 14,000.00 A A A LH6792 07-16-2018 LH6642 05-18-2018 Time Division 8:30 a.m. Attorney 9:00 a.m. 9:30 a.m. 10:00 a.m. Public Works 12:00 p.m. Budget Committee Meetings (Revised 8/16) West Battle Lake Room Tuesday, September 11 , 2018 Departmental Areas County Attorney's Office Budget County Attorney's Contingency Budget County Attorney's Criminal Forfeiture Fund Budget Humane Society County Fair Associations (East and West) Road and Bridge Fund Budget Phelps Mill Park Budget Land and Resource Department Budget Planning Commission Budget DNR Block Grant General Discussion - Solid Waste Fund County Ditch Fund Lunch 12:30 p.m. Land/Property Services County Assessor's Office Budget Otter Tail County Recorder Budget General Discussion - 2:00 p.m. Internal Services Geographical Information System s Office Budget (Internal Division) Administrator's/Coordinator's office Budget Management Information Systems Office Budge t Facilities Operation Budget Geographical Information Systems Office Budget Safety/Civil Defense Department Budget General Discussion - Commissioners (Included Here For Discussion) Otter Tail County HRA Internal Code 091 092 20 800-6856 505 10 507 122 124 800-6950 50 22 044 101 127 031 061 112 127 280 002 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority To: Otter Tai l County Budget Committee Members HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 From: CC: Otter Tai l County HRA Staff; Jeffrey Gaffaney, Mikel Olson, Tanya Westra John Dinsmore, Nick Leonard, Wayne Stein Date: August 1, 2018 Subject: Otter Tail County HRA's 2019 Budget Request/5 Year Plan We want to take this opportunity to thank you very much for allowing us to meet with you on July 24, 2018 to discu ss the memo presented by Mr. Dinsmore with regard to the present and future housing and economic development needs throughout Otter Tail County. As stated, we have had severa l meetings with County staff over the past 2 years on how we can collaborate together to achieve the County's strategic plan and identified goa ls set forth: 1) fiscal responsibi lit y, 2) community partnerships, 3) exceptional service, and 4) learning and growth. Going forward in 2019 w e want to expand on the above mentioned goa ls with emphasis on housing development and rehabilitation while continuing to work with private, public, and non-profit entities to increase more housing opportunities for our res id ents. Also in 2019 we intend to pursue expanding the Otter Tail County HRA's statutory authority which would include both housing and economic deve lopment powers. Once this authority has been obtained an economic/community development professional will be recr uited. Based on the following enhanced and expanded services we are proposing a substantial increase in the HRA levy for 2019 which would also include conversations with the City of Perham to levy within their jurisdiction. We have attached a five-year plan listin g program activities. A graduated increase in the HRA levy request to fund the potentia l activities would bring us to the full levy amount in five years. Plea se note this would be an HRA levy request only, with no cons id eration given to a separate EDA levy and is based on current net tax capacity which does not reflect possible future adjustments. ==-=~=======-====--Providing Housing Opportunities I, Again, we want to thank you in advance for your consideration of this budget proposal. We look.forward to expanding our working relationship with Otter Tail County well into the future to meet residents housing and economic development needs. Sincerely, c;o-,4~ Jeffrey Gaffaney, Executive Director Otter Tail County HRA Attached is our proposed 2019 budget request and 2020 -2023 projected work activities: 2019 Budget Request $1,083,600.00"' The Otter Tai l County HRA would still offer all the current programs with the addition of a Commercial Rehab Program to assist business owners with low interest loans to make repairs and updates to their facades and buildings. The HRA, in collaboration with Otter Tail County staff, will pursue obtaining EDA authority with the addition of an economic development professional. Continuation of dialogue with the City of Perham will take place to explore the opportunity to include that municipality in the HRA's service area to access use of all programs. Completion of a childcare facility in New York Mills will transpire with continued development in this field. 2020 Projected Budget Request $1,191,960.00* Present housing programs will continue to enhance opportunities for Otter Tail County Residents with the inclusion of Perham. The addition of a Tenant Damage Insurance Program may be a possibility. 2021 Projected Budget Request $1,311,156.00* Programs are thought to remain mostly the same, with em phasis placed on co llaborative efforts to rehabilitate existing housing stock, expand new housing options and to explore and develop new economic growth opportunities in conjunction with cleari ng and redeveloping blighted areas. 2022 Projected Budget Request $1,442,271.00* The HRA will continue to cultivat e new and existing economic development opportunities w hile addressing the County's housing needs through existing programs. 2023 Projected Budget Request Full Levy Amount Housing and economic development needs in Otter Tail County will be reassessed to make future plans, while seeking growth and expansion of all programs. *Based on 2018 Net Taxable Value 2019 -2023 Budget Pro posa l, Otter Ta il Cou nty Housing and Redevelopment Authority 2018 request ($541,800) vs. 2018 ytd ($724,162 as of 7/13/2018) vs. projected total ($1,059,000) -Grant Writing 10,000 0 10,000 Tax Forfeit 25,000 74,000 225,000 Rental Rehab 50,000 242,000 284,000 Owner Rehab 75,000 79,000 95,000 Grant Leverage 136,000 200,000 240,000 Down Payment Assist 75,000 30,000 45,000 Genera l Admin. 170,000 99,162 160,000 2019 HRA bud get request, with addition of EDA activities ($1,083,600) Grant Writing 25,000 Commercial Rehab 200,000 Tax Forfeit and Property Deve lopment 150,000 Rental Rehab 160,000 Owner Rehab 125,000 Grant Leverage 180,000 Down Payment Assist 45,000 Genera l Admin. 165,000 Child Care Services Development 33,600 2020 HR A / EDA budget req uest ($1,192,000) * Based on 2018 Net Tax Val ues EDA Position 90,000 Grant Writing 25,000 Commercial Rehab 200,000 Tax Forfeit and Property Development 160,000 Rental Rehab 150,000 Owner Rehab 125,000 Grant Leverage 180,000 Down Payment Assist 45,000 General Admin. 165,000 Tenant Damage Insurance 10,000 Chi ld Care Services Deve lopment 42,000 202 HRA / EDA budget request ($1,311,156) *Based on 2018 Net Tax Values Grant Writing 30,000 Commercial Rehab 250,000 Tax Forfeit and Property Development 175,000 Renta l Rehab 125,000 Owner Rehab 125,000 Grant Leverage 180,000 Down Payment Assist 75,000 Genera l Admin. w/ EDA Position 260,000 Tenant Damage Insurance 15,000 Clear & Redevelop Blight 31,156 Child Care Services Development 45,000 2,922 HRA / EDA budget request ($1,442,271) * Based on 2018 Net Tax Values Grant Writing 35,000 Commercial Rehab 250,000 Tax Forfeit and Property Development 217,271 Rental Rehab 125,000 Owner Rehab 125,000 Grant Leverage 200,000 Down Payment Assist 75,000 General Admin. w/ EDA Position 270,000 Tena nt Damage Insurance 25,000 Clear & Redevelop Blight 75,000 Chi ld Care Services Deve lopment 45,000 2023 HRA / EDA budget request (Fu ll Levy Amount, $1,447,340) * Based on 2018 Net Tax Values Grant Writing 35,000 Commercial Rehab 250,000 Tax Forfeit and Property Development 217,340 Ren ta I Rehab 125,000 Owner Rehab 125,000 Grant Leverage 200,000 Down Payment Assist 75,000 General Admin. w/ EDA 275,000 Tenant Damage Insurance 25,000 Clear & Redevelop Blight 75,000 Child Care Services Deve lopment 45,000 .. The approved tax levy request for 2018 was $541,800.00. For every $1.00 r~ceived from the tax levy request in 2018, an additional $2.96 was received from Housing and Urban Development for Section 8 Rental Assistance and Public Housing, along with funding from MN DEED for Small Cities Development Program Grants. Otter Tail County HRA has two SCDP grants open in 2018. The City of Henning was funded for residential, rental, and commercial rehab for a total of$802,560.00 in 2016. The City of Dalton was funded for residential, rental, and public facilities rehab for a total of $1,051,440.00 in 2018. SCDP grants are open for approximately 30 months. Battle Lake and Ottertail are being surveyed in 2018 for a co-op grant. P,eliminary grant application is due in November. For the period 7/1/2017 -6/30/2018: Direct rental assistance payments to county landlords $570,390.00 Otter Tail County Program Revenues: Section 8 Rental Assistance $531,320.00 Public Housing Program -13 Scattered Units $30,465.00 Public Housing Capitol Fund $20,560.00 2018 Approved Tax Levy Request $541,800.00 Program Administration $155,850.00 Sect 8 & PH $104,323.00, OTTL $51,527.00 ., 1 Jefferey Gaffancy, Executive Director Otter Tail County HRA 1151 Friberg A venue Fergus Falls, MN 56537 U.S. Department of Housing and Urban Developm ent Minneapolis Field Office 212 3rd Avenue South, Suite 150 Minneapolis, Minnesota 55401 www.hud.gov SUBJECT: Otter Tail County HRA On-Site Visit Dear Mr. Gaffaney: JUL 2 6 2018 This letter is to confirm our upcoming on-site visit for August 28, 2018. Mark Wunderlich, Robert Kosloski and Laura Wright of my staff will arrive at your office at approximately 9:00 am. We ask that you provide adequate group meeting space for them and any attendees from the HRA. We will review both the Public Housing and Housing Choice Voucher programs. The purpose of the visit is to provide technical assistance, specifically in finance. We will discuss your months expendable net assets ratio (MEN AR), debt service coverage ratio (DSCR) and quick ratio (QR) scores of zero. These ratios measure your adequacy of reserves, capacity to cover debt and financial liquidity. We will also discuss your proposed recovery Ian for the agency's Financial Substandard Public Housing Assessment System score of 0/25. We will discuss options available to the HRA including voluntary program transfers for consolidation and disposition under PIH Notice 201 8-4 as it pertains to the 13 public housing units. We may request other documentation while on site. Staff would also like to see one of your public housing units, if possible. Please let my staff lmow in advance if you have any specific questions you would like for them to research. Have a copy of the agency's Admissions and Continued Occupancy Policy, recent board packet, the most recent board meeting minutes, your current Public Housing budget, two randomly selected public housing tenant files and two randomly selected Housing Choice Voucher tenant files available for review. We sincerely appreciate your cooperation. We look forward to providing assistance to the HRA and meeting with you and your staff. If you have any questions prior to our visit, please contact Mark Wunderlich at (612) 370-3268 or email at Mark.e.wunderlich@hud.gov. Sincerely, ~~ 1-vrLucia M. Clausen Director, Office of Public Housing Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Ju ly 19, 2018 Lu cia Clausen, Director of Public Housing Minneapolis Fie ld Office 213-3rd Avenue South-Suite 150 I Minneapolis, MN. 55401 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 RE: Ott er Tai l County HRA's Substandard Designation Recove ry Pl an for FYE 12/31/17. Lucia, This is in resp onse to your letter dated June 21, 2018 and received in our office on June 25, 2018 regarding the Otter Tail County HRA being designated financially substandard based on our unaudited fin ancia ls su bmitted in REAC for the period 12-31-2017. During this yea r's actual financia l audit which w as conducted on site during late May of this year it was discovered that an accounting error occurred regardin g bad debt t hat actually had been written off by the HRA Board at its December 2017 meeting and not recorded. Thus the entry was not reflected in the unaudited financials that were submitted to REAC in February of this year. Had this entry been made correctly I am positive we would not have gotten O points under the financia l section of the Public Housing Assessment System {PHAS) and thus not been give n the substanda rd designation . This will be corrected in the audited su bmission an d hopefully we will be resco red accordingly in PHAS taking us out of the substandard des ignation. Having stated this following are so me of the current actions we have or are taking to help remedy our fina ncial situation: _____ .a.....;=====--======= Providing Housing Opportunities -========-===;;;.......;~=== . ·i L ., '• 1. 2. 3. 4. 5. 6. We are now sending monthly zero income letters to tenants stating they have to disclose any and all so.urces of income. We are enforcing all lease and rent collection policies. We are charging the maximum minimum rent allowed by HUD ($50.00). We are using local tax levy funds to supplement the current operating shortfalls. We have reduced staff time, salaries/benefits to the b9re minimum. Utilities are tenant paid but we encourage tenants to conserve energy in every way possible. We have used past capital funding to install energy efficient appliances, furnaces, water heaters, air conditioners, windows, ahd programmable thermostats, ect. 7. We bid our property insurance annually and generally get at least two,bids but the fact is most insurance companies simply will not bid any type of subsidized housing units anymore. 8. We have one fleet vehicle and the charge is minimal to the Otter Tail County Public Hpusing Program. Also keep in mind some of our units are more than 60 miles (one way) away from our office making routine maintenance and emergency calls very expensive. . 9. We have had preliminary discussions with the HRA Board regarding possibly selling some or all of the units outright but would assume a new owner would convert these to market rate rentals which goes entirely against our mission. ,10. Discussion has also been had regarding adding the 13 County public housing units to the Fergus Falls HRA's 68 public housing units which would help spread the expenses over more units. This would take some time and· political maneuvering to accomplish however. 11. Request permission from HUD to allow us to place more than 2!)% ($4,000} ofour Capital Funds into operations. Possibly 50% -80% for a two year period which would help our overall finandal condition tremendously. Our units are currently in excellent condition so pushing some capital fund work items back would not be a detriment to the units. As I have stated our very small 13 unit program relies heavily on the rents we collect along with the HUD operating subsidy. According to our policies we have to take prospective tenants off our waiting list according to date and time of application received. Recently we have found ourselves in a situation where we have tenants that have very little or no income and we are sending them a . 'I ' monthly utility reimbursement payment (URP) which decreases our monthly rental income substantiality. In conclusion we have had numerous correspondences with our HUD reps Mark Wunderlich and Robert Kosloski regarding our current financial designation. I feel we have made some very positive strides and would hope along with the above recommended actions our financial situation will have a much more positive outcome. Also, I would hope the proposed recovery plan be given favorable consideration by HU D's Recovery Team and we can move forward in continuing to provide decent, safe, sanitary housing for low income families in Otter Tail County. Sincerely, Jeffrey Gaffaney, Executive Director Otter Tail County HRA cc: Mark Wunderlich·-HUD Rep. Scott Rocholl -HRA Board Chairperson Robert Bigwood -HRA Vice-Chairperson Robert Maki -HRA Secretary David Johnson -HRA Board Member Carl Lunderkamp -HRA Board Member ' ' ·~r'Jeff Gaffaney From: Sent: Wunderlich, Mark E < Mark.E.Wunderlich@hud.gov> Tuesday, August 14, 2018 2:55 PM To: Jeff Gaffaney Subject: Substandard Designation Recovery Plan We are in receipt of your Recovery Plan dated 7/19/18. We can further discuss at ttie on site meeting in two weeks. There has been a update to the letter, Lucia Clausen, PIH Director will also attend the site visit. Thanks Sincerely, Mark Wunderlich Portfolio Management Specialist Department of Housing and Urban Development 212 3rd Avenue South, Suite 150 Minneapolis, MN 55401 Mark.e.wunderlich@hud.gov Desk 612-370-3268 Fax 612°370-3003 Attn: Mark W Public and Indian Housing One-Stop Tool (POST) for PHA's https:/ /portal.hud.gov/hudportal/HUD?src=/program offices/public indian housing/post 1 \. ' ' ~Jeff Gaffaney From: Sent: Wunderlich, Mark E <Mark.E.Wunderlich@hud.gov> Tuesday, August 14, 2018 3:00·.PM To: • Jeff Gaffaney Subject: On Site Visit 8/28/18 We would like to meet with the Board Chair for Ottertail and Fergus Falls on August 28th, Tuesday. It may be most appropriate for one Board Chair to come in at 9am and the other HRA Board Chair to come in the afternoo_n around 1pm. Sincerely, Mark Wunderlich Portfolio Management Specialist Department of Housing and Urban Development 212 3rd Avenue South, Suite 150 Minneapolis, 1v1N 55401 Mark.e.wunderlich@hud.gov Desk 612-370-3268 Fax 612-'370-3003 Attn: Mark W Public and Indian Housing One-Stop Tool (POST) for PHA1 s https: //portal. hud. gov /hudportal/HUD?src=/program offices/ public indian housing/post 1 0 '°""""''"'" OPPOA.TUNlfY Fergus Falls/Otter Tail County HRA Housing & Redeve lopment Au thority HRA Office 1151 Friberg Ave Fergus Falls MN 565 37 218-739-3249 Fax 21 8-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 OTTER TAIL COUNTY HRA BOARD APPOINTMENTS NAME DATE OF ORIGINAL DATE OF DATE OF APPOINTMENT REAPPOINTMENT EXPIRATION --· ·---··-- Robert Bigwood, 09/08 08/14 08/2019 Vice-Chairperson Carl Linderkamp 09/17 08/2020 Dave Johnson 10/16 01/2021 Robert Maki, Secretary 06/10 08/17 08/2022 Scott Rocholl, Chairperson 08/08 08/18 08/2023 H:\Users\JEFF\BOARD APPOINTMENTS OTC HR.A.docd. H . O t ·t· 1.1rov1 mg ousmg ppor um ,es HOUSI G A D REDEVELOPMENT AUTHORITY OF OTTERTAIL COU TY, MINNESOTA PUBLIC HEARING NOTICE NOTICE OF PUBLIC HEARING ON THE 2019 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 2019 AnnuaJ Update of the Five Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available for review at the Housing Authority's office located at 11 51 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing will be held by the Board of Commissioners of the HRA at 11 51 Friberg A venue, Fergus Falls, Minnesota, at 10:00 a.m., Thursday, October I 8, 2018. All parties will have an opportunity to appear and express their views with respect to the proposed Agency Plan. HOUSING AND REDEVELOPMENT AUTIIORITY OF OTTER TAIL COUNTY, MINNESOTA Jeffrey Gaffaney Executive Director Publication Date: Monday, August 20, 2018. H:\UsersVEFF\pub hearing notice Ole.doc COMPARISON OF HRA AND EDA ENTITIES IN MINNESOTA Cities have authority to aid and cooperate in the planning, construction, or operation of economic development, redevelopment and affordable housing projects. These can be do~e through various government organizations. The predominant method of delivering ahd administering housing and redevelopment programs in Minnesota is through a legal public entity, accountable to city government. Since 1947 a city in Minnesota may establish this·public agency, often a Housing and Redevelopment Authority (HRA) (MN Stat. 460.001 to 469.047), of which there are more than 230 in Minnesota. An HRA is a public corporation with power to undertake certain types of housing and redevelopment or renewal activities. While state legislation conveys authority for HRAs in each City, it is up to the City Council to formally establish an HRA before it can do business and use its powers. In addition to carrying out redevelopment efforts, HRAs are often the affordable housing entity that provides decent and saforental housing for eligible low and moderate income families, the elderly and persons with disabilities. HRA activities can lead to reinvestment in commercial neighborhoods through acquisition, demolition and rehabilitation. In 1986 the Minnesota Legislative passed legislation (MN Stat. 469 .090 to 469 .I 082) authorizing cities to establish formal Economic Development Authorities (ED As) to promote local economic growth. An EDA is a legal entity created by a City to facilitate• a well-rounded development program by taking advantage of various powers granted to other dev~lopment entities, including port authorities and HRAs. By combining these powers, community,Ieaders are able to create flexible business assistance and development programs. EDAs are allowed to buy artd sell property, make loans and grants to businesses, provide loan guarantees and to sell bonds, subject to various limitations and conditions. Housing Redevelopment Authorities HRAs have two missions: to identify, eliminate and prevent the emergence of blight; and to facilitate development of housing affordable to low and moderate income persons. A blighted area is one with buildings and areas that are detrimental to the health, safety and welfare of the community because of dilapidation, obsolescence, and certain other factors. The HRA may then provide for improvements or redevelopment of these areas through a redevelopment plan. Regarding, affordable housing, the HRA determines what income limits are "low and moderate" (though many state and federal programs also set limits). HRAs may then take any action to facilitate, or even construct and own, housing for income-eligible persons. The area of 386164v2 SJB KG400-12 Economic Development Authorities The overall purpose of an EDA is to promote economic development, using some specific • powers granted to EDAs (some.of which are similar to port authority powers), as well as all the powers of an HRA and 9f a city under the municipal development district statute. EDAs may exercise powers in an "economic development district", or may create redevelopment projects or housing development projects (acting as an HRA) or development districts (acting as a city). In other words, an.EDA can act as an HRA as· well as use broader powers to stimulate economic development that is not directly related to either blight or affordable housing .. ;·' ' operation of a city HRA is the corporate limits of the City. Governing Body: Activities are controlled by a board of commissioners. An HRA consists of five commissioners who are residents of the city. The Mayor appoints and the Council approves the members who serve five-year, staggered terms. City Councilmembers often serve on the HRA. The entire membership of an HRA may consist of councilmembers. The City Council must approve broad "redevelopment plans" for projects, but otherwise most HRA activities do not require council approval (unless that is required by some other statute, such as approval of TIP Plans under the TIP Act). An HRA is a separate political subdivision; it is not just part of the City. The HRA does have the power to levy a tax (with a specified limit), which is separate from the City tax levy, though the City Council must approve that levy. Activities: 1. May establish a redevelopment project for the elimination and prevention of blighted areas. 2. Acquire.real or personal property for activities related to projects. May sell its lands and properties to private or public parties. 3. May provide for the administration of a commercial building loan program to preserve small-sized buildings in its district. 4. May sell real or personal property, including the use of eminent domain, for project-related purposes (though 2006 reform severely limits this power). 5. May act as federal government agent in carrying out provisions of Municipal Housing and Redevelopment Act. 6. May exercise the powers granted to 386164v2 SJB KG400-12 Governing Body: EDA is created through an enabling resolution written and approved by City Council. The City Council can choose to serve as the EDA Board of Commissioners or create a board composed of a cross-section of the community. If non-council members sit on the Board, the size must.be 3, 5, or 7 Commissioners appointed by the Mayor with the approval of City Council. If the. Board has 3 members, at least one must be a City Council member; if the Board has 5 or 7 members, at least 2 must be City Council members. Board members serve for six-year terms, or their term as Councilinembers ifthey are on the City Council. The City Council may control the activities of the EDA by limiting its powers under the • enabling resolution and through the annual approval of the EDA budget. Activities: 1. Acquire property for creation of economic development districts. 2. Sell or lease land whether by private or public means. 3. Carry out EDA law to develop and improve land within the district. The EDA may make any necessary arrangements, to make land suitable for development. 4. Exercise eminent domain (subject to severe limits of2006 reform). 5. Enter into contracts for the purpose of economic development. 6. Purchase all materials needed to carry out development. 7. May make loans to a business, a for- profit or nonprofit organization, or an individual. The loan must be for an authorized purpose ( e.g., carry out economic development). redevelopment agencies under Minn. Stat. §§469.152 to 469.1651 7. Provide relocation payments and assistance in accordance with federal guidelines. 8. May make loans to carry out redevelopment or affordable housing mission. 9. May issue revenue bonds secured by specified revenues; may issue bonds secured by City's full faith and credit ( and without election) only for certain HRA-owned affordable rental housing projects, with City Council approval and subject to certain limits. 10. May become member or shareholder in LLP, LLC or corporation for purpose of carrying out housing and housing development projects. 11. May levy tax for redevelopment or affordable housing programs, with Council approval, and not to exceed .0185 percent of market value in the City. This tax is outside City levy limits. 12. May employ staff and an executive director. 386164v2 SIB KG400-12 8. Engage in research to determine factors of specified development projects. 9. May be a limited partner in a partnership whose purpose is consistent with the EDA's purpose. I 0. May invest in certain small businesses by providing equity and venture capital, subject to cert,ain limits. 11. May employ staff and an executive director. 12. May request the City to levy tax for the EDA, not to exceed .01812 percent of market value in the City; this tax is within City levy limits (if any apply). 13. EDA may also use its HRA powers, and levy the HRA tax for redevelopment and housing purposes, as described under the HRA summary; again, with Council approval. This tax is outside City levy limits. 14. May issue revenue bonds secured by specified revenues. May issue GO bonds secured by City full faith and credit only with election, and with Council approval. 8/16/2018 Chisago County HRA-EDA, North Branch, Minnesota 55056, Who We Are }.C.' hisago C. o.unty l -· :t} I-IRA-ED/\ About Us Site Selectors Business Resources Housing Resources Visitor Info Local Links Home/Contact Chisago County HRA-EDA 38871 7th Aven ue I P.O. Box 815 I North Branch, Minnesota 55056 1 Phone: (651) 674-5664 HRA-EDA Board Kirsten Hagen Kennedy, 1st District Jim Stein, Chairman, 2nd District Cathy Capone Bennett, 3rd District Dave Boniface, 4th District Daniel Hoffman, 5th District Mike Robinson, County Board Rep. Rick Green, County Board Rep. Pa ·t Board Anita Janssen Jim Ertz Greg Berg Dean Perry Mark Zaruba Martin English John Silver Bob VandeKamp Dennis Coryell Tom Greig John McQuaid Dorothy Person Phil Leier Ralph Olmschenk HRA-EDA taff Nancy Hoffman, Executive Director Deborah Johnson, Office Admin. & Program Manager contact us ur GoaL 2015 Work Plan 2008 Strategic Economic Development Plan 2004 Anniversary Report 2005 Annual Report http://www.chisagocounty.org/whoarewe.html WHO WE ARE OUR MISSION STATEMENT "To improve the commercial and industrial tax base within the County with an emphasis on assisting existing businesses; and vigorously marketing the County to attract new business development." "To promote and maintain a high quality of life in the County by advancing private development and private investment through collaborative efforts with local units of government and other interested organizations in Chisago County." ABOUT US The Chisago Count y HRA-EDA offers a wide range of assistance to public-and private-sector clients. We specialize in: Economic Development: including providing assistance to local units of government in Chicago County by fi nancing the acquisition of commercial/industrial land, providing tax increment financing and tax abatement assistance and offering incentives to businesses looking to expand in or relocate to Chisago County. Community Development: including securing and administering local, state and federal grants and loans, project planning, and program implementation. Housing Development and Rehabilitation : including administering rehabilitation programs for multi-family and single family rehabilitation, multi- family and single family housing development and construction and home purchase assistance. SBDC Services: Th e Chisago Cou nty HRA-EDA is a Small Business Development Center (SBDC) satellite office. We provide free and confidential consulting services to businesses and those thinking of going into business. Services provided include: access to capital and loan packaging; financial analysis and assessment; cash flow management; business plan development; general marketing; start up assistance; expansion assistance and relocation assistance. Development Activities: View some of our recent developments that have taken and are taking place throughout Chisago County: Chisago City -Grand Stay Hotel, Fairview Lakes Clinic, Sven's Clogs expansion; Lindstrom -St. Croix Regional Medical Center Clinic, Downtown Redevelopment; North Branch - Fairview Lakes Clinic; Rush City -McDonald Distribution expansion, Olsen Funeral Home expansion; Wyoming -Polaris expansion. Chisago County Business In Focus Brochure -click here (large file) 1/2 l . ' 2. 3. 4. 5. 6. 7. 8. 9. 10. 11 . 12. 13. 14. 15. 16. 17. 18. 19. 20. 21 . 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. Rf/MAX COMMERCIAL PURCHASE AGREEMENT SIGNATURE PROPERTIES This form approved by the Minnesota Association of REALTORS- and the Minnesota Commercial Association of REALTORS-, which disclaims any liability arising out of use or misuse of this form. C 2017 Minnesota Association of REALTORS", Edina, MN 1. Page 1 Date 07/26 /2018 BUY ;::R (S): Otter Tail Count:r: HRA BuyE r's earnest money in the amount of Thr ee Thousand Fi ve Hundr ed Dollars ($ 3,500.00 ) shall be delivered no later than two (2) Business Days after Fina Acceptance Date of this Purchase Agreement to be deposited In the trust account of: (Check one.) IK] II sting broker; or □ ' (Trustee) with in three (3) Business Days of receipt of the earnest money or Final Acceptance Date of this Purchase Agn ~ement, whichever Is later. Said earnest money is part payment for the purchase of property at 09 S Walker located in the City/ '"ownship of New York Milla , County of Otter Tail ' StatE of Minnesota, PIO# (s) 73000990214002 and I egally described as follows BLOWERS 2ND ADDN LOTS 34 THRU 38 BLK 3 AND BLOWERS 2ND ADON LOTf 39 • 40 BLX 3 (collectively the "Property") toge ner with the personal property as described in the attached Addendum to Commercial Purchase Agreement: Pers Jnal Property, if any, all of which property the undersigned has this day sold to Buyer for the sum of: Thirtv-Eiaht Thousand Five Hundr ed ($ 38 500.00 ) Dollars ("Purchase Price"), which Buyer agrees to pay in the following manner: 1. < ASH of TBD percent (%) of the sale price, or more in Buyer's sole discretion, which includes the earnest r 1oney; PLUS 2. f INANCING of TBD percent (%) of the sale price. Buyer shall, at Buyer's sole expense, apply for any f nancing as required by this Purchase Agreement. ~ uch financing shall be: (Check qne.) D a first mortgage; 0 a contract for deed; or D a first r 1ortgage with subordinate financing, as described in the attached Addendum to Commercial Purchase Agreement: [ J Conventional/SBA/Other D Contract for Deed. Check one. DUE DILIGENCE: This Purchase Agreement O IS~ IS NOT subject to a due diligence contingency. (If answer is IS, t ( ., -(Check one.)-- see ttached Addendum to Commercial Purchase Agreement: Due Diligence.) CLO ING: The date of closing shall be on or before August 30th , 20 _1_8 ___ _ DEEP/MARKETABLE TITLE: Subject to performance by Buyer, Seller agrees to execute and deliver a: {Check one.) IRJ Warranty Deed, D Limited Warranty Deed, 0 Contract for Deed, or □ (a) (b) (c) (d) ther: ______________ Deed conveying marketable title, subject to: uilding and zoning laws, ordinances, and state and federal regulations; r strictions relating to use or improvement of the Property without effective forfeiture provisions; r servation of any mineral rights by the State of Minnesota or other government entity; tility and drainage easements which do not interfere with existing improvements; and (e) thers (must be specified in writing): -------------------------- MNC:PA-1 (8/ 7) ~ R1EAL-rdris· lnstanelfORMS" Rf/MA.X SIGNATURE PROPERTIES COMMERCIAL PURCHASE AGREEMENT 44. Page 2 Date -----"-o 7'--'/-"2'""6.,_/aa..2 o;;..:1;;..:a;__ __ _ 45. 109 S Walker 46. TE NTS/LEASES: Property DIS [gj IS NOT subject to rights of tenants (if answer is IS , see attached Addendum -(Check one.)-- 47. to C mmercial Purchase Agreement: Due Diligence). 48. Sell r shall not execute leases from the date of this Purchase Agreement to the date of closing, the term of which lease 49. exte ds beyond the date of closing, without the prior written consent of Buyer. Buyer's consent or denial shall be 50. prov ded to Seller within ________________ days of Seller's written request. Said consent 51 . shal not be unreasonably withheld. 52. RE ESTATE TAXES: Real estate taxes due and payable in the year of closing shall be prorated between Sell~r and 53. Buy r on a calendar year basis to the actual date of closing unless otherwise provided in this Purchase Agreement. 54. Real estate taxes, including penalties, interest, and any associated fees, payable in the years prior to closing shall be 55. paid by Seller. Real estate taxes payable in the years subsequent to closing shall be paid by Buyer. 56. SPE IAL ASSESSMENTS: 57. 0 UYER AND SELLER SHALL PRORATE AS OF THE DATE OF CLOSING O SELLER SHALL PAY --+----------------(Checkone .. >-------------------- 58. on t e date of closing all installments of special assessments certified for payment with the real estate taxes due and 59. pay e in the year of closing. 60. (Kl UYEA SHALL ASSUME O SELLER SHALL PAY ON DATE OF CLOSING all other special assessments -------------(Checkone.------------ 61. as of the date of this Purchase Agreement. 62. YER SHALL ASSUME O SELLER SHALL PROVIDE FOR PAYMENT OF special assessments pending as --+-----------(Checkone.1------------- 63. of th date of this Purchase Agreement for improvements that have been ordered by any assessing authorities. (Seller's 64. provi ion for payment shall be by payment into escrow of up to two (2) times the estimated amount of the assessments 65. or le s, as allowed by Buyer's lender.) 66. Buy r shall pay any unpaid special assessments payable in the year following closing and thereafter, the payment of 67. whic is not otherwise here provided. 68. As o the date of this Purchase Agreement, Seller represents that Seller D HAS I&] HAS NOT received a notice --(Check one.}--- 69. rega ding any new improvement project from any assessing authorities, the costs of which project may be assessed 70. agai st the Property. Any such notice received by Seller after the date of this Purchase Agreement and before 71 . closi g shall be provided to Buyer immediately. If such notice is issued after the date of this Purchase Agreement 72. and n or before the date of closing, then the parties may agree in writing, on or before the date of closing, to pay, 73. provi e for the payment of, or assume the special assessments. In the absence of such agreement, either party may 7 4. decl re this Purchase Agreement canceled by written notice to the other party, or licensee representing or assisting the 75. othe party, in which case this Purchase Agreement is canceled. If either party declares this Purchase Agreement 76. cane led, Buyer and Seller shall immediately sign a written cancellation of Purchase Agreement confirming said 77. cane llation and directing all earnest money paid here to be refunded to Buyer. 78. POS ESSION: Seller shall deliver possession of the Property: (Check one.) 79. ~ I MEDIATELY AFTER CLOSING; or 80. 0 0 HER:------------------------------- 81 . Selle agrees to remove ALL DEBRIS AND ALL PERSONAL PROPERTY NOT INCLUDED HERE from the Property 82. by p ssession date. 83. PRO ATIONS: All Items customarily prorated and adjusted in connection with the closing of the sale of the Property 84. here ncluding but not limited to rents, operating expenses, interest on any debt assumed by Buyer, shall be prorated 85. as of the date of closing. It shall be assumed that Buyer will own the Property for the entire date of the closing. 86. RIS OF LOSS: If there is any loss or damage to the Property between the Final Acceptance Date and the date of 87. closi g, for any reason, the risk of loss shall be on Seller. If the Property is destroyed or substantially damaged before 88. the cl sing, this Purchase Agreement shall be canceled, at Buyer's option, if Buyer gives written notice to Seller, or licensee 89. repr enting or assisting Seller, of such cancellation within thirty (30) days of the damage. Upon said cancellation, 90. Buye and Seller shall immediately sign a written cancellation of Purchase Agreement confirming said cancellation and 91 . direc ing all earnest money paid here to be refunded to Buyer. ,,II R'EALTORS. MNC:PA-2 (8/ 7) ~ lnstonetmRMS' RJ:/M.AX SIGNATURE PROPERTIES COMMERCIAL PURCHASE AGREEMENT 92. Page 3 Date _____ 0_1~/_2~6 /~2_0~1~s ___ _ 93. erty located at 109 s walker 94. EX Ml NATION OF TITLE: Seller shall, at its expense, within 3 o days after Final 95. Ace ptance of this Purchase Agreement, furnish to Buyer, or licensee representing or assisting Buyer, a commitment 96. for n owner's policy of title insurance from ____ w"'-e=s"-'t'--"c=en=t=r::.;a=l:....Ab=s::..:t::.:r:..:a:..:c=t:;in:.:;g:i.._ ___ , including levied (Name of Title Company) 97. and pending special assessments. Buyer shall be allowed ten (10) days ("Objection Period") after receipt of the 98. com itment for title insurance to provide Seller, or licensee representing or assisting Seller, with written objections. 99. Buy r shall be deemed to have waived any title objections not made within the Objection Period provided for immediately 100. abo e and any matters with respect to which title objection is so waived may be excepted from the warranties in the 101. Dee as specified here to be delivered pursuant to this Agreement. 102. TIT CORRECTIONS AND REMEDIES: Seller shall have thirty (30) days ("Cure Period") from receipt of Buyer's 103. writt n title objections to cure any title objections but shall not be obligated to do so. Upon receipt of Buyer's title 104. obje tions, Seller shall, within ten (10) days, notify Buyer, or licensee representing or assisting Buyer, in writing whether 105. or n t Seller will endeavor to cure such objections within the Cure Period. Liens or encumbrances for liquidated amounts 106. crea ed by instruments executed by Seller and which can be released by payment proceeds of closing shall not delay 107. the osing. 108. If Se ler's notice states that Seller will not endeavor to cure one or more specified objections within the Cure Period, 109. Buy r may, as its sole remedy, within ten (10) days of the sending of such notice by Seller, declare this Purchase 110. Agre ment canceled by written notice to Seller, or licensee representing or assisting Seller, in which case this Purchase 111. Agre ment is canceled. If Buyer declares this Purchase Agreement canceled, Buyer and Seller shall immediately sign a 112. writt n cancellation of Purchase Agreement confirming said cancellation and directing all earnest money paid here to 1 13. be r funded to Buyer. If Buyer does not declare this Purchase Agreement canceled as provided immediately above, 114. Buy r shall be bound to proceed with the closing and to purchase the Property subject to the objections Seller has 115. decli ed to cure without reduction in the Purchase Price. 116. If Se ler's notice states that Seller will endeavor to cure all of the specified objections, or if Seller's notice states that 117. Sell r will endeavor to cure some, but not all, of the specified objections and Buyer does not declare this Purchase 118. Agre ment canceled as provided above, Seller shall use commercially reasonable efforts to cure the specified objections 119. or th se Seller has agreed to endeavor to cure and, pending correction of title, all payment required here and the 120. closi g shall be postponed. 121. If Se ler, within the Cure Period provided above, corrects the specified objections Seller's notice indicated Seller would 122. end var to cure, then upon presentation to Buyer, or licensee representing or assisting Buyer, of documentation 123. esta lishing that such objections have been cured, the closing shall take place within ten (10) days or on the scheduled 124. closi g date, whichever is later. 125. If Se ler, within the Cure Period provided above, does not cure the specified objections which Seller's notice indicated 126. Sell would endeavor to cure, Buyer may, as its sole remedy, declare this Purchase Agreement canceled by written 127. notic to Seller, or licensee representing or assisting Seller, given within five (5) days after the end of the Cure Period, 128. in w ch case this Purchase Agreement is canceled. Buyer and Seller shall immediately sign a Cancellation of Purchase 129. Agre ment confirming said cancellation and directing all earnest money paid here to be refunded to Buyer. Neither 130. part shall be liable for damages here to the other. In the alternative, Buyer may elect to waive such objections by 131. provi ing written notice to Seller, or licensee representing or assisting Seller, within such five (5)-day period and accept 132. titles bject to such uncured objections, in which event, Buyer shall be bound to proceed with the closing and to purchase 133. the roperty subject to the objections Seller has not cured without reduction in the Purchase Price. If neither notice is 134. give by Buyer within such five (5)-day period, Buyer shall be deemed to have elected to waive the objections and to 135. proc ed to closing as provided in the immediately preceding sentence. 136. If titl is marketable, or is made marketable as provided here, and Buyer defaults in any of the agreements here, 137. Selle , in addition to any other right or remedy available to Seller here, at law or in equity may cancel this Purchase 138. Agre ment as provided by either MN Statute 559.21 or MN Statute 559.217, whichever is applicable, and retain all 139. earn st money paid here as liquidated damages. 140. If till is marketable, or is made marketable as provided here, and Seller defaults in any of the agreements here, 141. Buye may, in addition to any other right or remedy available to Buyer here, seek specific performance within six 142. (6) onths after such right of action arises. c! R'EALTORS. MNC:PA-3 (8/ 7) lnstanetFoRMS· Rf/MAX SIGNATURE PROPERTIES COMMERCIAL PURCHASE AGREEMENT 143. Page 4 Date -------=o--'-7.L../=-2 6=/c...::2:...::0=1:.:cs ___ _ 144. erty located at 109 s Walker 145. RE RESENTATIONS AND WARRANTIES OF SELLER: The following representations made are to the best 146. of S lier's knowledge. 147. The is no action, litigation, investigation, condemnation, or other proceeding of any kind pending or threatened against 148. Sell r or any portion of the Property. In the event Seller becomes aware of any such proceeding prior to closing, Seller 149. will romptly notify Buyer of such proceeding. 150. The roperty is in compliance with all applicable provisions of all planning, zoning, and subdivision rules; regulations; 151. and tatutes. Seller has obtained all necessary licenses, permits, and approvals necessary for the ownership and 152. aper tion of the Property. 153. Prio to the closing, payment in full will have been made for all labor, materials, machinery, fixtures, or tools furnished 154. withi the 120 days immediately preceding the closing in connection with construction, alteration, or repair of any 155. stru ure on, or improvement to, the Property. 156. Sell r has not received any notice from any governmental authority as to condemnation proceedings, or violation of 157. any I w, ordinance, regulation, code, or order affecting the Property. If the Property is subject to restrictive covenants, 158. Sell r has not received any notice from any person or authority as to a breach of the covenants. Any such notices 159. rece ed by Seller shall be provided to Buyer immediately. 160. Sell r has not executed any options to purchase, rights of first refusal, or any other agreements giving any person or 161. othe entity the right to purchase or otherwise acquire any interest in the Property, and Seller is unaware of any options 162. to p rchase, rights of first refusal, or other similar rights affecting the Property. 163. The egal description of the real property to be conveyed has been or shall be approved for recording as of the date 164. of cl sing. 165. If Se ler is an organized entity, Seller represents and warrants to Buyer that Seller is duly organized and is in good 166. stan ing under the laws of the Stale of Minnesota; that Seller is duly qualified to transact business in the State of 167. Minn sota; that Seller has the requisite organizational power and authority to enter into this Purchase Agreement and 168. the eller's closing documents signed by it; such documents have been duly authorized by all necessary action on 169. the p rt of Seller and have been duly executed and delivered; that the execution, delivery, and performance by Seller of 170. such ocuments do not conflict with or result in a violation of Seller's organizational documents or Bylaws or any judgment, 171. orde , or decree of any court or arbiter to which Seller is a party; and that such documents are valid and binding obligations 172. of S lier, and are enforceable in accordance with their terms. 173. will indemnify Buyer, its successors and assigns, against and will hold Buyer, its successors and assigns, 174. har less from, any expenses or damages, including reasonable attorneys' fees, that Buyer incurs because of the 175. brea h of any of the above representations and warranties, whether such breach is discovered before or after the date 176. of cl 177. ttached Addendum to Commercial Purchase Agreement: Due Diligence, if any, for additional representations 178. arranties. 179. ESENTATIONS AND WARRANTIES OF BUYER: If Buyer is an organized entity, Buyer represents and warrants 180. to S lier that Buyer is duly organized and is in good standing under the laws of the State of Minnesota; that Buyer is 181. duly ualified to transact business in the State of Minnesota; that Buyer has the requisite organizational power and 182. auth rity to enter into this Purchase Agreement and the Buyer's closing documents signed by it; such documents 183. have been duly authorized by all necessary action on the part of Buyer and have been duly executed and delivered; 184. that e execution, delivery, and performance by Buyer of such documents do not conflict with or result in a violation 185. of B er's organizational documents or Bylaws or any judgment, order, or decree of any court or arbiter to which Buyer 186. is a rty; and that such documents are valid and binding obligations of Buyer, and are enforceable in accordance with 187. their erms. Buyer will indemnify Seller, its successors and assigns, against and will hold Seller, its successors and 188. assi ns, harmless from, any expenses or damages, including reasonable attorneys' fees, that Seller incurs because 189. of th breach of any of the above representations and warranties, whether such breach is discovered before or after 190. the d te of closing. MNC:PA-4 (8/ 7) (! R1E1ALTdRs· lnstanetFORMS 192. 193. Rf/MAX SIGNATURE PROPERTIES COMMERCIAL PURCHASE AGREEMENT 191 . Page 5 Date _____ o'--'7_,_/=2 6.a.,/'""'2""'-0=1s;:.,__ __ _ rty located at 109 s wa lker IS OF THE ESSENCE FOR ALL PROVISIONS OFTHIS CONTRACT. 194. ULATION OF DAYS: Any calculation of days begins on the first day (calendar or Business Days as spedfied) 195. folio ing the occurrence of the event specified and includes subsequent days (calendar or Business Days as specified) 196. endi g at 11 :59 P.M. on the last day. 197. BUS NESS DAYS: "Business Days" are days which are not Saturdays, Sundays, or state or federal holidays unless 198. stat elsewhere by the parties in writing. 199. ULT: If Buyer defaults in any of the agreements here, Seller may cancel this Purchase Agreement, and any 200. pay ents made here, including earnest money, shall be retained by Seller as liquidated damages and Buyer and Seller 201. shall affirm the same by a written cancellation. In the alternative, Seller may seek all other remedies allowed by law. 202. If B yer defaults in any of the agreements here, Seller may terminate this Purchase Agreement under the 203. provi ions of either MN Statute 559.21 or MN Statute 559.217, whichever is applicable. 204. If thi Purchase Agreement is not canceled or terminated as provided here, Buyer or Seller may seek actual damages 205. for b each of this Purchase Agreement or specific performance of this Purchase Agreement; and, as to specific 206. perf rmance, such action must be commenced within six (6) months after such right of action arises. 207. SUB ECT TO RIGHTS OF TENANTS, IF ANY, BUYER HAS THE RIGHT TO VIEW THE PROPERTY PRIOR TO 208. CLO ING TO ESTABLISH THAT THE PROPERTY IS IN SUBSTANTIALLY THE SAME CONDITION AS OF THE 209. DAT OF THIS PURCHASE AGREEMENT. 210. DIS L0SURE NOTICE: If this Purchase Agreement includes a structure used or intended to be used as residential 2i 1. prop rty as defined under MN Statute 513.52, Buyer acknowledges Buyer has received a Disclosure Statement: Seller's 212. Prop rty Disclosure Statement or Disclosure Statement: Seller's Disclosure Alternatives form . 213. (Ch k appropriate boxes.) 214. SEL ER WARRANTS THAT THE PROPER1Y IS EITHER DIRECTLY OR INDIRECTLY CONNECTED TO: 215. CIT SEWER (EIYES ONO / CITY WATER [gjYES ONO 216. 217. 218. 219. 220. 221. 222. 223. 224. 225. 226. 227. 228. 229. SUB RFACE S E REA EN Y TEM SEL ERO DOES@ DOES NOT KNOW OF A SUBSURFACE SEWAGE TREATMENT SYSTEM ON OR SERVING --(Check one.,__ __ THE PROPERTY. (If answer is DOES, and the system does not require a state permit, see Disclosure Statement: Sub urface Sewage Treatment System.) PAI IATE WELL SELilER O DOES IE] DOES NOT KNOW OF A WELL ON OR SERVING THE PROPER1Y. (If answer is DOES and well J ---(Checkone.i---- is located on the Property, see Disclosure Statement: Well.) To th best of Seller's knowledge, the Property DIS (El IS NOT in a Special Well Construction Area. --(Check one.)--- THI PURCHASE AGREEMENT O IS [Rl IS NOT SUBJECT TO AN ADDENDUM TO PURCHASE AGREEMENT: ---(Check one.)--- SUB URFACE SEWAGE TREATMENT SYSTEM AND WELL INSPECTION CONTINGENCY. (If an wer is IS, see attached Addendum.) IF A WELL OR SUBSURFACE SEWAGE TREATMENT SYSTEM EXISTS ON THE PROPERTY, BUYER HAS REC IVED A DISCLOSURE STATEMENT:WELL AND/OR A DISCLOSURE STATEMENT: SUBSURFACE SEWAGE TR TMENT SYSTEM. MNC:PA-5 (8/ 7) Ins tan el FORMS' ' Rf/MAX COMMERCIAL PURCHASE AGREEMENT SIGNATURE PROPERTIES 230. Page 6 Date D7 £'.26 ('.2018 231. Pro~ erty located at 109 S Walker 232. AGENCY NOTICE 233. Kris tin M Funkhouser is ~ Seller's Agent D Buyer's Agent O Dual Agent O Facilitator. (llce~) (Check one. 234. RE/MAX Sianat ure Proo erties (Real Estate Company Name) 235. is D Seller's Agent O Buyer's Agent D Dual Agent O Facilitator. (licensee) (Check one. 236. (Real Estate Co~ Name) 237. DWI L AGENCY DISCLOSURE: Dual agency occurs when one broker or salesperson represents both parties to a 238. tram action, or when two salespersons licensed to the same broker each represent a party to the transaction. Dual 239. ager cy requires the informed consent of all parties, and means that the broker or salesperson owes the same fiduciary 240. dutie s to both parties to the transaction. This role limits the level of representation the broker and salespersons can 241 . prov de, and prohibits them from acting exclusively for either party. In dual agency, confidential information about price, 242. term s, and motivation for pursuing a transaction will be kept confidential unless one party instructs the broker or 243. sale ~person in writing to disclose specific information about him or her. Other information will be shared. Dual agents 244. may not advocate for one party to the detriment of the other. 245. CONSENT TO DUAL AGENCY 246. Brok er represents both parties involved in the transaction, which creates a dual agency. This means that Broker and 247. its Si lespersons owe fiduciary duties to both parties. Because the parties may have conflicting interests, Broker and its 248. sale persons are prohibited from advocating exclusively for either party. Broker cannot act as a dual agent in this 249. tran• action without the consent of both parties. Both parties acknowledge that 250. ( 1 ) I onfidential information communicated to Broker which regards price, terms, or motivation to buy, sell, or lease will 251 . 1 amain confidential unless the parties instruct Broker in writing to disclose this information. Other information will 252. I e shared; 253. (2) I raker and its salespersons will not represent the interest of either party to the detriment of the other; and 254. (3) I Ltithin the limits of dual agency, Broker and its salesperson will work diligently to facilitate the mechanics of the 255. i ale. 256. With the knowledge and understanding of the explanation above, the parties authorize and instruct Broker and its 257. salei persons to act as dual agents in this transaction. 258. SEL ER: BUYER: 259. By: By: 260. Is: Presiden t /CEM Its: Ex ecutive Director (1111e) (Title) 261 . (Date) (Date) 262. SELi ER: BUYER: 263. By: By: 264. Is: Its: (11Ue) (1llle) 265. (Date) (Dale) MNC:PA-6 (81 h7) cJ R1EAL-rdris· lnstanetfORMS' Rf/MAX SIGNATURE PROPERTIES COMMERCIAL PURCHASE AGREEMENT 266. Page 7 Date ____ ---=o'-'-7.,_/2=-6::...c/-=2'-"o-=1-=-a ___ _ 267. erty located at 109 s wa lker 268. CESSORS AND ASSIGNS: All provisions of this Purchase Agreement shall be binding on successors and assigns. 269. SING COSTS: Buyer or Seller may be required to pay certain closing costs, which may effectively increase the 270. outlay at closing or reduce the proceeds from the sale. 271 . FO EIGN INVESTMENT IN REAL PROPERTY TAX ACT ("FIRPTA"): Section 1445 of the Internal Revenue Code 272. prov des that a transferee ("Buyer") of a United States real property interest must be notified in writing and must withhold 273. tax i the transferor {"Seller'') is a foreign person and no exceptions from FIRPTA withholding apply. Buyer and Seller 274. agre to comply with FIRPTA requirements under Section 1445 of the Internal Revenue Code. 275. Sell r shall represent and warrant, under the penalties of perjury, whether Seller is a "foreign person" (as the same 276. is d ined within FlRPTA), prior to closing. Any representations made by Seller with respect to this issue shall survive 277. the losing and delivery of the deed. 278. Buy r and Seller shall complete, execute, and deliver, on or before closing, any instrument, affidavit, or statement 279. reas nably necessary to comply with the FIRPTA requirements, including delivery of their respective federal taxpayer 280. iden ification numbers or Social Security numbers. 281 . Due to the complexity and potential risks of failing to comply with FIRPTA, including the Buyer's responsibility for 282. with aiding the applicable tax, Buyer and Seller should seek appropriate legal and tax advice regarding FIRPTA 283. liance, as the respective licensees representing or assisting either party will be unable to assure either 284. whether the transaction Is exempt from FIRPTA withholding requirements. 285. MN Statute 500.21 establishes certain restrictions on the acquisition of title to agricultural land by aliens and 286. non-American corporations. Please seek appropriate legal advice if this Purchase Agreement is for the sale 287. of agricultural land and Buyer is a foreign person. 288. PTANCE DEADLINE: This offer to purchase, unless accepted sooner, shall be withdrawn at 11 :59 P.M., 289. ____ J_u_1......_ ____ 31_s_t_, 20 ..c.l~B ___ , and in such event all earnest money shall be returned to Buyer. 290. DEMNATION: If, prior to the closing date, condemnation proceedings are commenced against all or any part 291. of th Property, Seller or licensee representing or assisting Seller, shall immediately give written notice to Buyer, or 292. licen ee representing or assisting Buyer, of such fact and Buyer may, at Buyer's option (to be exercised within thirty (30) 293. days after Seller's notice), declare this Purchase Agreement canceled by written notice to Seller or licensee representing 294. or a isling Seller, in which case this Purchase Agreement is canceled and neither party shall have further obligations 295. und r this Purchase Agreement. In the event Buyer declares the Purchase Agreement canceled, Buyer and Seller 296. shall immediately sign a written cancellation confirming such cancellation and directing all earnest money paid 297. here to be refunded to Buyer. If Buyer fails to give such written notice, then Buyer shall be bound to proceed with 298. closi g, subject to any other contingencies to this Purchase Agreement. In such event, there shall be no reduction in 299. the rchase price, and Seller shall assign to Buyer at the closing date all of Seller's rights, title, and interest in and to 300. any ward made or to be made in the condemnation proceedings. Prior to the closing date, Seller shall not designate 301 . coun el, appear in, or otherwise act with respect to, the condemnation proceedings without Buyer's prior written consent. 302. 303. 304. 305. 306. 307. 308. 309. 310. 311. 312. 313. AL INDEMNIFICATION: Seiter and Buyer agree to indemnify each other against, and hold each other harmless all liabilities (including reasonable attorneys' fees in defending against claims) arising out of the ownership, oper lion, or maintenance of the Property for their respective periods of ownership. Such rights to indemnification will not rise to the extent that (a) the party seeking indemnification actually receives insurance proceeds or other cash pay ents directly attributable to the liability in question (net of the cost of collection, including reasonable attorneys' fees) or (b) the claim for indemnification arises out of the act or neglect of the party seeking indemnification. If, and to th extent that, the indemnified party has insurance coverage, or the right to make claim against any third party for mount to be indemnified against, as set forth above, the indemnified party will, upon full performance by the nifying party of its indemnification obligations, assign such rights to the indemnifying party or, if such rights are not signable, the indemnified party will diligently pursue such rights by appropriate legal action or proceeding and assi n the recovery and/or right of recovery to the indemnifying party to the extent of the indemnification payable made by s ch party. lnstanetfORMS" Rf/MAX SIGNATURE PROPERTIES COMMERCIAL PURCHASE AGREEMENT 314. Page 8 Date _____ 0_1~1_2 6~/_2_0_1_a ___ _ 315. erty located at 10 9 s walker 316. ENT RE AGREEMENT: This Purchase Agreement and any addenda or amendments signed by the parties shall 317. con itute the entire agreement between Buyer and Seller. Any other written or oral communication between Buyer and 318. Sell r, including, but not limited to, e-mails, text messages, or other electronic communications are not part of this 319. Pure ase Agreement. This Purchase Agreement can be modified or canceled only in writing signed by Buyer and 320. Sell r or by operation of law. All monetary sums are deemed to be United States currency tor purposes of this Purchase 321. Agre ment. 322. TRONIC SIGNATURES: The parties agree the electronic signature of any party on any document related to this 323. ction constitute valid, binding signatures. 324. FIN L ACCEPTANCE: To be binding, this Purchase Agreement must be fully executed by both parties and a copy 325. must be delivered. 326. 327. IVAL: All warranties and representations in this Purchase Agreement shall survive the delivery of the deed or ct for deed and be enforceable after the closing. 328. 0TH Buy provide for payment of all past due real estate taxes and 329. spe, ial assessments and all real estate taxes and special assessments due in 2018 and future years. 330. 331. Buy r may, at its option, obtain financing for this purchase, however, thi purchase is not contingent on such financing. 332. 333. Sel er is a licensed real estate broker in the state of Minnesota. Lis ing agent is related to Seller. 334. 335_ Buy r acknowledges that they are not represented by RE/MAX Signature Pro erties and that they have been advised to seek appropriate legal 336. adv'ce prior to executing any contracts. 337• Thi Purchase Agreement is contingent upon approva by the Otter Tail 338. Cou ty HRA board. 339. 340. 341. 342. 343. 344. 345. 346. MNC:PA-8 (B/1 lnstanetFoRMS' Rf/MAX SIGNATURE PROPERTIES COMMERCIAL PURCHASE AGREEMENT 347. Page 9 Date _____ 0_7~/2_6~/_2~01.=a'"---- 348. Prop rty located at -'1cc...;oc,;;.9 __ s_w_a=1=k=e-"-r ________________________ _ 349. ADD NOA: Attached addenda are a part of this Purchase Agreement. 350. 0 I checked, this Purchase Agreement is subject to 351 . atta hed Addendum to Commercial Purchase 352. Agr, ement: Counteroffer. 353. FIA 'A: Seller represents and warrants, under penalty 354. of pe ·ury, that SellerO1S~IS NOT a foreign person (i.e., a -(Check one.)-- 355. non-sident alien individual, foreign corporation, foreign 356. part rship, foreign trust, or foreign estate for purposes 357. of in me taxation. ( See lines 271-287.)) This representation 358. and arranty shall survive the closing of the transaction 359. and t e delivery of the deed. 360. 361 . o f America 362. By: 363. It : President/CEM (Title) 364. (Date) 365. SEL ER 366. 367. By: 368. It : (Title) 369. (Date) 370. FINA ACCEPTANCE DATE: 371. BUYER Its: _____ E_x_ec_u_t_iv_e_D_ir_e_c_t_or ____ _ (Title) (Date) : 2 ... /1 31: Z-0/8 BUYER By: ______________ _ Its: ______________ _ (Trtle) 372. THIS IS A LEGALLY BINDING CONTRACT BETWEEN BUYER(S) AND SELLER(S). 373. IFYOU DESIRE LEGAL OR TAX ADVICE, CONSULT AN APPROPRIATE PROFESSIONAL. 374. HIS MINNESOTA ASSOCIATION OF REALTORS® COMMERCIAL PURCHASE AGREEMENT IS NOT 375. D SIGNED TO BE AND IS NOT WARRANTED TO BE INCLUSIVE OF ALL ISSUES SELLER AND BUYER 376. M Y WISH TO ADDRESS, AND EITHER PARTY MAY WISH TO MODIFY THIS PURCHASE AGREEMENT 377. TO ADDRESS STATUTORY OR CONTRACTUAL MATTERS NOT CONTAINED IN THIS FORM. 378. BOTH PARTIES ARE ADVISED TO SEEK THE ADVICE OF AN ATTORNEYTO ENSURE 379. THIS CONTRACT ADEQUATELY ADDRESSES THAT PARTY'S RIGHTS. MNC:PA-9 (8/1 ) cJ R1EALTdRs· lnstonetroRMS' I ,. ', " .._, ' )"~.IJ ' , . f., 7JOOOHO}Utff•AU<ERAI/E ~ OTTIRTIII ..,.,.,Ct-.......... . Qc:rloM' "' .,, cu h: f',gf ttu ",., .,., fb«ITP' -~ A:rte c::an·x >De 2018 MCPP Usage Report 1.16.2018 -7.31.2018 (Applies to Start Up Program Loans Only} Allocation Committed Aoolicant Name Amount Loans .Committed Amount •usal!e Test Albert Lea/Freeborn Co. $ 523,204.00 21 $1,819,807.00 MET Alexandria $ 232,290.00 2 $192,771.00 MET Anoka $ 5,965,985.00 239 $45,371,771.00 MET Blue Earth $ 1,147,964.00 22 $3,150,430.00 MET Bluff Country HRA $ 679,655.00 7 $587,711.00 MET Breckenridge $ 100,000.00 1 $51,162.00 MET Carver $ 1,721,784.00 27 $5,119,162.00 MET Chippewa $ 100,000.00 5 $452,022.00 MET Chisago $ 937,132.00 38 $7,021,928.00 MET Clay $ 1,076,078.00 16 $2,527,272.00 MET Cloquet $ 210,489.00 11 $1,362,464.00 MET Crow Wing $ 1,095,141.00 9 $1,119,993.00 MET Grant $ 100,000.00 1 $58,484.00 MET Headwaters Regional Dev. Commission $ 1,453,611.00 10 $1,119,652.00 MET Henneoin $ 13,991,313.00 300 $55,886,914.00 MET Kandiyohi $ 726,917.00 12 $1,613,514.18 MET McLeod $ 613,501.00 11 $1,314,970.00 MET Mower $ 670,637.00 45 $4,503,698.00 MET North Mankato $ 236,362.00 5 $651,234.00 M ET NW MN Multi-Co. HRA $ 1,468,070.00 10 $974,088.00 MET Oakdale $ 478,046.00 22 $3,941,546.00 MET Olmsted $ 2,618,738.00 66 $10,275,954.00 MET OttefTail $ 267,642.00 7 $822,250.00 M ET Owatonna/Steele County $ 629,107.00 10 $1,236,953.00 MET Ramsey $ 4,041,942.00 84 $15,257,883.00 MET Red Wing $ 283,111.00 6 $932,371.00 MET Rice $ 1,122,639.00 22 $3,518,900.00 MET Scott $ 2,437,304.00 48 $9,303,017.00 MET SE MN Multi-Co. HRA $ 1,280,921.00 10 $1,287,963.00 MET Sherburne $ 1,481,007.00 33 $6,119,344.00 MET Saint Cloud $ 1,152,362.00 56 $7,568,856.00 MET Saint Louis $ 3,417,934.00 41 $4,462,734.00 MET Stevens $ 166,701.00 8 $768,676.00 MET SW Regional Dev. Commission $ 869,527.00 15 $1,435,311.00 MET Swift $ 160,575.00 3 $195,327.00 MET Washington $ 3,853,373.00 66 $12,705,596.00 MET Winona $ 470,192.00 17 $1,944,377.00 MET Wright $ 2,268,961.00 58 $11,201,082.00 MET Totals $60,050,215.00 1,364 $227,877,187.18 *Participants must use at least 50% of their alloca tion by the end of the program year in order to participate next year. **Not MCPP Eligible. Borrowers are at or above the 80% Area Median Income. **Additional Start Up Loans Committed Comn1 % of Usal!e loans Committed Amount Loa 348% 1 $ 63,050.00 83% 0 $ - 761% 69 $ 14,738,465.00 274% 4 $ 588,153.00 86% 0 $ 51% 0 $ 297% 6 $ 1,418,922.00 452% 0 $ 749% 7 $ 1,471,787.00 235% 7 $ 1,306,230.00 647% 0 $ 102% 1 $ 189,053.00 58% 1 $ 100,000.00 77% 5 $ 675,747.00 399% 73 $ 15,788,274.00 222% 5 $ 692,619.00 214% 4 $ 585,324.00 672% 3 $ 323,185.00 276% 0 $ - 66% 3 $ 368,076.00 825% 5 $ 1,071,241.00 392% 16 s 2,993,748.00 307% 0 $ - 197% 0 $ - 377% 25 $ 5,419,876.00 329% 2 $ 327,283.00 313% 5 $ 970,040.00 382% 15 $ 3,340,792.00 101% 2 $ 306,400.00 413% 6 $ 1,128,922.00 657% 5 $ 782,670.00 131% 10 $ 1,602,589.00 461% 0 $ - 165% 2 $ 227,354.00 122% 0 $ - 330% 14 $ 2,907,236.00 414% 2 $ 181,965.00 494% 12 $ 2,551,599.00 379% 310 $ 62,120,600.00 ,,~.· I Program OTC Tax Levy -Homeowner (2018) Only TL Projects Leveraged w/ SCDP Projects fOTAL 2018 --~ .... OTC Tax Levy -Rental (2018) J,.., i~~ Ji SCDP: Henning Homeowner Rehab SCDP: Henning Rental Rehab SCDP: Henning Commercial Rehab SCDP: Dalton Homeowner Rehab SCDP: Dalton Rent Rehab SCDP -Preliminary Proposals MHFA Deferred Loans -2018 2018 Economic Development FF HRA Rent Rehab Loans Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update August 1, 2018 Applications Approved Denied Inspected 25 5 8 5 6 6 0 6 31 11 8 11 . ..;I, 13 4 0 12 64 14 4 14 10 6 1 6 9 7 0 7 40 5 5 5 2 1 0 ~ surveying in Fergus Falls, Battle Lake & Ottertail 7 0 4 0 16 10 0 10 2 1 0 1 Proceed Issued Complete 4 2 6 2 10 4 2 0 10 8 2 1 3 2 4 1 0 0 0 0 7 4 1 0 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 tthra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: UBJECT: E LOSURE : MEMO Board or Directors, Otter Tail Coun ty HRA Jeffrey Gaffaney, Executive Director October l l , 2018 Meeting to be held Thursday, October 18, 20 18 at l0:00 a.m. at the HRA Office, 1151 Friberg Aven ue, Fergus Falls, M , 56537 R gular Minutes of th August 16, 20 I 8 Meeting Section 8 Adm in Plan Updates Public I-lousing Plan Update AGENDA 1. ~irperson -Cal l Me ting to Order 2. prov al of Minutes 3. xecutive Director A. Public Hearin1,. 0:0Oam -20 19 Annual Agency Plan Update a. elution No. 122 PH A Certification of Compliance with 019 Annual Plan & Civil Ri ghts Certification J b. Cap ital Fund Progra m Update, Section 8 and Public Housing Pol icy Changes B. J /ctmini strative Expcn es -Au gu t 2018 & September 20 18 c/J1~~1estment Listing D. Bid Proposa ls jbr: a.II' J,i.RA Mu lt i-Peril fnsurance Coverage b~VH Fisca l Audit 12/31/18 E. Propes d 20 19 ub lic Hou in g Budg t a. Reso I ution No .123 F. cus ion of Joint Meeting with Otter Tail County Board held on 10/16/18 G. w Fergus Fa ll s/Otter Ta il County Executive Director 4. Reh a)' Sp cial i t -Mike l Ol so n A. ~x Levy Update B.!, Levy Renta l Update C. DP Update -All Citi es D. • FA Update 5. Ho ing Administrator -Mary Jo chwarz A. t er Tai l County Section 8 Update 6. Ho mg Manager -Pam Minten A. ublic Housing Progra m Update The Otter Tail County HRA Board of Commissioners met for their regular meeting on, August 16, 2018 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537. MEMBERS PRESENT Robert Bigwood, Vice-Chairperson Robert Maki, Secretary Dave Johnson Carl Linderkamp Scott Rocholl, Chairperson OTHERS PRESENT Jeffrey Gaffaney Kelli Drayton Sarah Bertrand Mikel Olson Pam Minten Kim Sheer Tanya Westra Mary Jo Schwarz John Dinsmore Nick Leonard Scott Rocholl, Chairperson then called the meeting to order. ABSENT A motion was made and seconded with all ayes to approve the minutes from the regular June 21, 2018 meeting. M/ Robert Bigwood S/ Dave Johnson A motion was made and seconded with all ayes to approve the adminis{rative expenses that were reviewed for the months of June and July, 2018. Ml Bob Maki S/Dave Johnson The Investment Listing was reviewed; one certificate was renewed with a little higher interest rate, the only changes were the balances in the checking and savings accounts as of August 16, 2018. 2016 & 2017 Capital Fund Program and 2018 funding update was given. The 2016 program has been closed out and the 2017 program has almost been closed out. There is $4,070.05 remaining from 2017 after completing window replacement job. A question has been asked to HUD Representative, Mark Wunderlich, if the HRA could transfer that amount into operations and close out the 2017 grant. Mark .checked with his Supervisor at HUD and our request was denied to transfer the funds into operations. An update was given on the.2019 Tax Levy Request to Otter Tail County Board. Jeffrey stated.that the HRA has been continuing to meet with Nick Leonard and John Dinsmore from Otter Tail County to gauge the appropriate amount that the HRA should request. The HRA will be requesting to double the 2018 request. The HRA has been scheduled to speak in front of the Budget Committee Meeting in the West Battle Lake Room, Tµesday, September 11, 2018, at 3:30pm. The County has been stressing the idea that they want the HRA to hire an Economic Development staff person once the HRA has been granted EDA Powers. The board was informed that an EDA can levy separate funds, but those funds must be counted against the County's levy limit. The County is not interested in making this a County position. A motion was made and seconded with all ayes to approve the 2019 budget request for an amount of $1,083,600.00. Ml Robert Bigwood SI Bob Maki H:\Users\KIM\Minutes\2018 minutes\minutes • otc August 2018.doc I HRA 12/31/2017 Fiscal Audit was successfully completed by Carlson CPA of Fergus Falls. Board members received copies of the completed audit. Jeffrey noted that this was a nice clean audit and that the copies have been submitted to HUD. Notes were discussed with the board on pages: 15, 16, 28 and 32. The board was reminded of the HUD Site visit. This will be a one day visit on Tuesday, August 28. Public Housing Director, Lucia Clausen, has been added to the HUD staff that will be attending. During this visit it was requested by HUD to meet with a Chairperson from each board. Jeff suggested that an additional person from each board also be present. A letter was mailed to board members regarding a recovery plan that will be discussed with HUD staff during this visit; HUD will be touring the highrise, one family unit in Fergus Falls and one family unit in Underwood. Otter Tail County HRA Board Member appointment; Scott Rocholl was repointed for an additional 5 years. Board member, Dave Johnson, gave notice that he will be resigning from the Otter Tail County Board. December 2018 will be his last meeting. Jeffrey reminded the board that the 2019 Agency Plan Public Hearing will be October 18, 2018. John Dinsmore and Nick Leonard from Otter Tail County joined the meeting. The HRA signed a purchase agreement for the Community Action Building, 109 Walker Avenue S., New York Mills, contingent upon Board Approval. After a large amount of discussion regarding the current daycare crisis; this would be a step in the direction to help those alleviate those needs. The church is planned to be remodeled into a Pod Style daycare of 1,100 sq. ft. of space per pod. Each pod could be individually run by licensed daycare providers with some common areas. The property has been vacant for years and the city has hopes of helping the community. MUHUBE OTWA has been active in facilitating the idea of Pod Style daycare. A significantly lower cost was accepted with a closing date of August 30, 2018, contingent upon Board approval. A motion was made and seconded with all ayes to move forward with the purchase agreement. Ml Robert Bigwood S/ Dave Johnson MCCP Program Update; amount allocated for Otter Tail County was $267,642.00, committed loans were 7, committed amount $822,250.00, percentage of usage 307%. Starting October 1, 2018 there will be a statewide pool available to all counties of unused funds. Guests, John Dinsmore and Nick Leonard, then spoke to the board regarding EDA Powers and the HRA potentially given that authority. Nick stated that the county participates in the economic improvement for Otter Tail County but does not have formal statutes in place. It was stated that some of the cities already have their own economic development committee. The purpose of John and Nick's visit is to find out whether the HRA has interest in being part of a new model. The board expressed concern that the HRA does not have knowledge of how an EDA works and does not currently have an employee with EDA knowledge. Nick stated that is why he has advocated for the County to merge with the HRA in regards to these Economic Development activities. It was stated that the HRA's work is often one in the same and that it would make sense to work closer together with the County on projects. Communities that have EDA Boards but unfortunately do not have tl1e expertise to use it to their full potential are: Battle Lake, Henning, Parker Prairie, Pelican Rapids, Underwood and a few others. Nick stated that several counties in Minnesota have joined an EDA with an HRA. The board discussed with Nick and John about a possible Service Agreement to be signed and what that would look like as far as adding staff for that position and an additional board. Chair person Scott Rocholl reiterated that our focus will still be on housing. Vice Chair requested that the board gather feedback from the 3 HRA staff involved to know how much of their time would be affected by the EDA project. The board does not want to see HRA employee's time pulled H:\Users\KIM\Minutes\2018 minutes\rninutes -otc August 2018.doc 2 " ' ,-:..• away from Housing efforts. Also, Vice-chair requested that the board be larger than 5 members. It was reaffirmed that no powers would be taken away from either the County or HRA; this would be a collaborative effort. A motion was made and seconded with .all ayes to endorse the concept of having the HRA assume County EDA Powers and would instruct our board chair to participate in future Economic Development committee meetings. Ml Robert Bigwood S/ Dave Johnson Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for both the Fergus Falls HRA and the Ottertail County HRA. TLC Homeowner Projects: 25 applications have been sent, 5 have been approved, 8 were denied, 5 were inspected, 4 are in process and 2 are complete. TLC Homeowner Projects Leveraged with SCDP Projects: 6 applications have been sent, 6 have been approved, none were denied, 6 were inspected, 6 are in process and two are complete. 2018 Otter Tail County Tax Levy Rental program: 13 applications have been sent, 4 have been approved, none were denied, 12 were inspected, 2 are in process and none are complete. SCDP Henning Homeowner Rehab Program: 64 applications have been sent, 14 have been approved, 4 were denied, 14 were inspected, 10 are in process and 8 are complete. SCDP Henning Rental Rehab Program: 10 applications have been sent, 6 have been approved, 1 was denied, 6 were inspected, 2 are in process and 1 is complete. SCDP Henning Commercial Rehab Program: 9 applications have been sent, 7 have been approved, none were denied, 7 were inspected, 3 are in process and 2 are complete. SCDP Dalton Homeowner Rehab Program: 40 applications have been sent, 5 have been approved, 5 were denied, 5 were inspected, 4 are in process and 1 is complete. SCDP Dalton Rent Rehab Program: 2 applications have been sent, 2 have been approved, no other activity. SCDP Preliminary Proposals: surveys were hand delivered in Fergus Falls this month in a targeted neighborhood for a Small Cities grant. 436 homes were visited and surveys are ·starting to be received. A combined survey project for the city of Ottertail and Battle Lake will begin next week. 2018 MHFA Deferred Loans update; 7 applications have been received, none have been approved, 4 were denied, none have been inspected, none are in progress, and none are complete. 2018 Economic Development Program update; 16 applications have been received, 10 have been approved, none were denied, 10 have been inspected, 7 are in progress, and 4 are complete. 2018 HRA Revolving Rent Rehab loan program update; 2 applications have been received, 1 has been approved, none were denied, 1 was inspected, 1 is in progress, and none are complete. Mikel updated the boarded on the tax forfeited properties in Ottertail and New York Mills. Activity is going well and on schedule. The board went into discussion about giving incentive to landlords to place our Section-8 participants. Ideas that were mentioned were; giving landlords financial compensation for tenants that wreck property H:\Users\KIM\Minutes\2018 minutes\minutes -otc August 2018.doc 3 and leave a debt for damages. Methamphetamine wipes' were also discussed for our staff to use when doing inspections. Mary Jo Schwarz, Housing Administrator, gave the census report on the Otter Tail County Section 8 Program. For the month of June there were 121 leased and HAPS totaling $43,337.00. In July there were 117 leased and HAPS totaling $41,571.00. The total activity was 8 annual re-certifications ;md 7 interim re-certifications. One participant ended participation and there were 10 new admissions. There are 199 families on the waiting-list Two vouchers were issued, one is in shop mode, and 6 applications are in progress. There was one port -in and 4 ports-out pending. There were 2 ports out paid totaling $2,334.00. The ELI percentage was 71'%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for June 2018 were $2,079.00 and $2,604.00 was collected. There were $59.00 in late fees charged, $57.00 collected and $2.00 outstanding. There were 14 applicants on the 2-bedroom public housing waiting list, 8 applicants on the 3-bedroom waiting list and 6 on the 4-bedroom waiting list. ELI percentage is 100%. In July 2018 re:nts payable totaled $2,092.00 and $1,854.00 was collected. There were $45.00 in late fees charged and $4 7 .00 collected. There were no outstanding late fees collected. There were 18 applicants on the 2-bedroom public housing waiting list, 13 applicants on the 3-bedroom waiting list and 7 on the 4- bedroom waiting list. A unit in Pelican moved out July 2, 2018 with a new lease signed August 2, 2018. ELI percentage is 100%. Our next meeting will be held on Thursday, October 18, 2018 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11 :22 am. M/Bob Maki S/ Robert Bigwood Robert Maki, Secretary Date H:\Users\KIM\Minutes\2018 minutes\minutes -otc August 2018.doc 4 Otter Tail Co. HRA/EDA Powers of Affordable Housing and Economic Prosperity HRA BOARD MEMBERS PRESENT Robert Bigwood, Vice-Chairperson ScottRocholl, Chairperson HRA STAFF PRESENT Jeffrey Gaffaney Tanya Westra Mikel Olson Kim Scheer COUNTY REP. PRESENT John Dinsmore Nick Leonard A special meeting was held on, September 17, 2018 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537. This meeting was the result of a MOU, memorandum of understanding, emailed to Jeffrey Gaffaney on September 14, 2018 from Country Representative, John Dinsmore. The meeting prior to todays was held at the Government Service Building on September 4, 2018 at the Government Service Building. Board members from both Fergus Falls HRA and Otter Tail County HRA along with four HRA staff met prior to the County Representatives arrival. The four board members were introduced to each other and given copies of the MOU. Jeffery discussed several topics on how the County's plan would affect the agency, along with how it would affect payroll for the employees of the HRA. Mikel reviewed the 2019 plan for the HRA's Economic Improvement involvement. The item of greatest concern on the MOU was the County's plan for hfring a separate Executive Director for the Otter Tail County HRA program. Jeffery was given a deadline of September 25, 2018 to sign the agreement. Today's meeting is for the HRA to educate the County Representatives on how this would affect many programs that the HRA administers. The two HRA boards are greatly concerned of how the contracts and funding would be drawn up; it would be complicated. The Otter Tail County HRA is currently requesting one million dollars of the Tax Levy Funds for 2019 which is small compared to Human Resources requesting close to twenty million. The HRA board members are all wondering what the County's goal is by trying to execute this change. The County Representative's joined the group at 10:30am and was introduced to the Board Members and HRA staff. Jeffrey started the meeting by stating that he was taken off guard by the email from John Dinsmore containing the MOU. Jeffrey stated that he was given the opposite feeling by the Otter Tail County Commissioners at the September 4, 2018 meeting. Jeffrey asked Nick and John if the HRA was being held hostage of their funds to comply. Nick stated that the County has discussed that the HRA is hiring a new Executive Director. The County thinks that this would be an appropriate time to get involved. County Commissioner, Wayne Johnson executed the request for Nick to write the MOU. Robert Bigwood echoed Jeff's concerns of how the tone has changed from the County from when they met at the Otter Tail County HRA Board meeting in August. Robert Bigwood reiterated that the HRA was willing to explore the EDA position. Robert stressed to the County Representatives of how important the Tax Levy money is to administer programs that are vastly important to our community. Robert stated that the County was premature to state that they want to hire their own Executive Director. H:\Users\KIM\Miriutes\2018 minutes\minutes -ate-ff September Special Meeting.doc J , .. Jeff asked, "Do the County Commissioners, Doug Huebsch and Wayne, care at all about the work that HRA employees, Mikel and Tanya, do with a million dollars?" John Dinsmore stated that a board of commissioners is an evolving board that wants to service low income individuals; however they do want to work above and beyond with Economic Development. Jeff said, "I probably made a huge mistake by admitting that the 2019 budget does not include an EDA person." Nick agreed that that is one reason why Commissioner Johnson asked the letter to be drafted. Jeff asked, "Why doesn't the County form the EDA position themselves and just add another line on the Property Tax statements?" Jeff stated that if the County is truly excited about an EDA, why involve the HRA? Jeff stated that the County does not trust us now, why would they trust us then? The statement was made that somebody would have to be held accountable for those EDA moneys and who would that be? John Dinsmore replied to Jeff's questions and said he has added to the confusion. John said he thought at the August Board Meeting that the EDA would be able to join the HRA. He said now today he has a better understanding of how the; boards, employees and contracts are shared. Jeff stated that it has worked in some communities and not in others. Jeff acknowledged that County Commissioners, Doug Huebsch and Wayne do not believe in the HRA's work in serving low income families. John Dinsmore talked about the many layers to agencies and how we have been at an arm's length relationship. John stated, "Now after almost 40 years the County is experiencing the HRA the same way they are experiencing the Department of Health. The departure of an Otter Tail County Department of Public Health nurse of 40 years is retiring." With the legacy of the retirees, Dinsmore stated, "The County is starting to take notice of what is going on and wanting to micro- manage these programs with new hires in theses agencies." "Succession planning is where this interest is coming from," Dinsmore said. Robert Bigwood stated that no EDA Powers will be preceded with until more information is disclosed. Bigwood stated that many things need to fall into place before a decision is made. Dennis Hagstrom stated that he did not consider the memo as a draft. Dennis stated, "It (MOU) seemed more instructional and that actions have already started." Nick stated that the two commissioners are still frustrated with how the HRA is handling things. Dennis stated, "It appears that Wayne is moving towards the steps of hiring an Executive Director and no plans after that." Dennis stated that the County's plans are basically a 'black hole' after hiring that person. Dennis stated that the HRA is actively involved in the hiring process for an Executive Director with a deadline of November 1, 2018. Dennis asked if the County really plans to hire a second Executive Director to handle the same staff? Nicks reply was, "It would be great for Wayne to be here." Nick stated that two commissioners have exasperated their frustration by the news of Jeff retiring. Nick stated, "Two commissioners H:\Users\KIM\Minutes\2018 minutes\minutes -otc -ff September Special Meeting.doc l d J .... thought they should have been given notice of Jeff's retirement." Robert Bigwood stated that their frustration is misplaced and that the· HRA is doing exactly what we should be doing with the funds. Jeff questioned, "Why won't two of the Commissioners trust the HRA for who we hire, yet trust us enough to give us money." Hagstrom stated, "The two County Representatives present really do not know the exact reason these two Commissioners are so frustrated." Nick stated, "This memo is not meant to be a threat, and it is nothing that anyone has to sign." Nick stated, "After the last budget committee it was clear to me that everyone is having two different conversations and that this meeting should have been held a year ago." Robert Bigwood said the pressure to jump start cannot take place when it affects staff. Jeff reported that HUD came for a site visit last month and stated that we are the second smallest HRA Public Housing program in Minnesota and are considered sub-standard. Jeff disclosed the insurance premiums and the amounts collected in monthly rents. Jeff reported to Nick of how the HRA uses Tax Levy dollars to subsidize these units in efforts to help low income families. Jeff said maybe one thought would be to combine the Fergus Falls and Otter Tail County HRA .and put off hiring an Executive Directory until January I, 2019 and hire an interim director. John Dinsmore asked for more clarification of the County Public Housing units, and how the HRA .actually pays for the few tenants who live there. Jeff asked Nick about the last line.in the MOU. The last line indicates that if the agreement isn't signed it could dissolve other contracts. Nick said, "The memo was to bring attention to both parties so that everyone would take interest in what everyone is involved in." Jeff questioned the large swings in what was considered appropriate for budget requests. John Dinsmore said, "The County wants to be more than low income housing." John said, "As a unit of Government, Otter Tail County wants to be more involved in raising all boats to make the county more attractive to younger families. The County wants to know what we can do differently to make the county more attractive." Dermis's focus is that he doesn't think Wayne Johnson and Doug Huebsch have really thought this through in how it will really affect everything; combining the Executive Director position with the County Representatives. Dennis views the complications of the Jack of trust in how the money is going to· be used. Dennis says, "Creating a separate EDA is the only way to handle this." Nick stated that in tomorrow meeting at Lakes County Cooperative the County will look at all of the tools available and where the gaps are. One of three options tomorrow is to do nothing. The' preliminary Levy will be approved next week and then they will have 3 months to decide. Robert Bigwood asked, "How will the contracts read between the Otter Tail County HRA joining the County to the City of Fergus Falls HRA.'' H:\Users\KIM\Minutes\2018 minutes\minutes -otc -ff September Special'Meeting.doc J Jeff asked, "What about the MOU that needs to be signed by September 25, 2018?" Our County HRA board doesn't meet until after this MOU needs to be signed?" Nick said there are a lot of people throughout the County that does NOT like the idea of blended agencies such as Otter Tail County/Fergus Falls HRA. Jeff brought up the fact that in 1982 the County came to the HRA for help. John Dinsmore stated that it is now 26 years later with different people involved and a different direction. Jeff requested a meeting with Doug and Wayne. John Dinsmore asked ifwe should invite anyone else from the City. Robert Bigwood said a series of specific questions need to be answered before we even have this meeting. Jeff asked, "Is there a job description." Nick said, "There is no job description." Dalyce asked Nick, "What is the HRA is supposed to do about hiring for Jeff's position?" Dalyce than left the meeting. Robert Bigwood said that the County will have to make a list of very detailed answers to their questions. Scott Rocholl asked, "Where are the funds going to come from, since the Tax Levy money is not received until Spring." Jeff answered Scott and stated there is a small reserve to get by on until Spring; as long as the request stays at least the same. Than Jeff asked, "After today's meeting our Tax Levy request will not be zero, right?". Dennis Hagstrom asked, "What is HUD's timeline for the substandard Family Program to be resolved?" No timeline has been established. A recovery plan has been sent to HUD. Jeff than shared strictly levy dollars and the percentages of time for administrative services. About 50% of the administrative expenses are paid by HUD, and the other from other local communities. Jeff read a breakdown of the percentages and how it would affect our individual staff directly if our Tax Levy went completely away. John Dinsmore requested a copy of those percentages. The 2019 Admin Tax Levy request did not include an EDA staff person. Jeff asked to delay this until we got our increased levy. This issue today is not going to get resolved before September 25, 2018. Robert Bigwood directed Jeff to not give possible solutions to this problem because none of the questions have been answered by the County. Mikel stated the dire need for the Tax Levy money to help business owners in making necessary updates and repairs. Jeff asked, "Do Wayne and Doug even recognize those needs to business owners". John Dinsmore stated that he needs feedback and that the next step is for this group to meet with Doug and Wayne. Nick admitted that he is the one that is pushing this merge. Nick is concerned of a new hire and new entity. The County could let the tax levy sit where its at to pay for a new EDA entity. Mikel asked, "Where is the issue is coming from: small loans, vulnerable individuals?" Mike gave a scenario of new construction with 2018's requested amount, and applied that to 3 new homes. Mikel said, "According to Doug and Wayne, three houses isn't enough." John H:\Users\KIM\Minutes\2018 minutes\minutes-ate-ff September Special Meeting.doc Dinsmore agreed. John said, "The two comm1ss10ners have· an awareness, but think that Government isn't working fast enough or getting enough work done." Dennis Hagstrom suggested going in front of the County Commissioners Board Meeting and have Jeff give a breakdown of how the staff is affected. John Dinsmore said the County does not have an understanding of how their Tax Levy money is getting spent. Dennis Hagstrom sai~, "The County is getting a good deal of how their money is being spent administratively." The costs will be broke down in specific detail. John Dinsomore said, "This is two County Commissioners outside the Fergus Falls pen.meter and ·it may be helpful to show those how the Fergus' Falls HM and Otter Tail County HRA are ... (sorry, i didn't get that) Nick said, "I would strongly advise against hiring a separate Executive Director." John Dinsmore asked, "What is the City of Fergus Falls's involvement with the Fergus Falls HRA program?" Dennis stated, "None." Robert Bigwood requested a change to the MOU. He also stated, "I am not prepared to say that a separate Executive Director will not be hired. And in addition the County board is not capable of doing that hiring according to the Otter 'Tail County HRA by-laws." A handout was given by Jeff to everyone for more of a philosophical point of view of how our agency works. Jeff asked, "What would the budget for a new Executive Director be?" John Dinsmore said, ''Thatlevel of detail has not been discussed at all." -' Jeff asked, "What kind of tools will the Executive Director have to execute proje~ts." In conclusion, Nick will send details to Jeff about tomorrow's meeting at the Lakes County Cooperative from 11-1pm. This meeting is in regards to how EDA Powers will be established. It was also decided that a meeting will be planned with the attendance of the two County Commissioners that are frustrated and two Board Members from each HRA board and repeat today's discussion. There being no further business, the meeting was adjourned at 11 :46 am. Jefferey Gaffaney, Executive Director Date H:\Users\KIM\Minutes\2018 minutes\minutes -otc-ffSeptember Special Meeting.doc HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA PUBLIC HEARING NOTICE NOTICE OF PUBLIC HEARING ON THE 2019 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 2019 Annual Update of the Five Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available for review at the Housing Authority's office located at 1151 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing will be held by the Board of Commissioners of the HRA at 11 51 Friberg Avenue, Fergus Falls, Minnesota, at 10:00 a.m., Thursday, October 18, 20 18. All parties will have an opportunity to appear and express their views with respect to the proposed Agency Plan. HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA Jeffrey Gaffaney Executive Director Publication Date: Monday, August 20, 2018. H:\Users\JEFF\pub hearing notice otc doc ....--.i Annual tatement/Perforrnance and Evaluation Report h. U.S. Department of Housing and Urban Development Capital Fund Program, Capital Fw1d Program Replacement Housing Factor and 1 Office of Public and Indian Housing Capital Fund Financing Program 0MB 0. 2577-0226 Ex pires 03/31/2020 Part I: Su mmary --.. PHA Name: Otter Tail County BRA Grant Type and Number ~ FFY of Grant: 2019 Capital Fund Program Grant o:MN46PI7750119 FFY of Grant Approval: Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant D Revi ed Annual Statement (revision no: 1 [gJ Original Annual Statement D Reserve for Disasters/Emergencies ) D P erformance and Evaluation Report for Period Ending: D Final Performance and Evaluation Report Line Summarv by Development Account Total Estimated Cost Total Actual Cost 1 l 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Original Total non-CFP Funds 1406 Operations (may not exceed 20% ofline 21) 3 25,000.00 1408 Management Improvements 1410 Administration (may not exceed I 0% of line 21) 1411 Audit 1415 Liquidated Damages 1430 Fees and Costs 1440 Site Acquisition 1450 Site Improvement 1460 Dwelling Structures 1465.1 Dwelling Equipment-Nonexpendable 6,700 14 70 Non-dwelling Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.l Relocation Costs 1499 Development Activities 4 1 To be completed for the Performance and Evaluation Report 2 To be completed for the Perfonnance and Evaluation Report or a Revised Annual Statement. 3 PHAs with under 250 units in management may use I 00% of CFP Grants for operations. 4 RHF funds shal l be included here. Page 1 Rcvised2 Oblieated Exoended form HUD-5007 5.1 (07/2014) Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capitai Fund Financing Program Part I: Summarv PHAName: Otter Tail County BRA Type of Grant Grant Type and Number Capital Fund Program Grant No: : MN46Pl 7750119 Replacement Housing Factor Grant No: Date ofCFFP: 181 Original Annual Statement D Reserve for Disasters/Emergencies D Performance and Evaluation Renart for Period EndinP: Line Summarv bv Develonment Account U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Exoires 03/31/2020 FFY of Grant: 201!) FFY of Grant Approval: D Revised Annual Statement (revision no: 1 ) D Final Performance and Evaluation Report Total Estimated Cost Total Actual Cost 1 Original Revised 2 Obligated Expended 18a 18ba 19 20 21 22 1501 Collateralization or Debt Service paid by the PHA 9000 Collateralimtion or Debt Service paid Via System of Direct Payment 1502 Contingency (may not exceed 8% ofline 20) Amount of Annual Grant: {sum oflines 2 -19) Amount ofline 20 Related to LBP Activities Amount ofline 20 Related to Section 504 Activities 23 Amount ofline 20 Related to Security-Soft Costs 24 Amount ofline 20 Related to Security-Hard Costs • 25 Amount of line 20 Rel~ Energy Conservation M~ures Signature of Executive lfirector 1( -~.L,,,f ...... ., \_ ,1] ..-} ;' ,r - 1 To be completed for the Perfonnance and Evaluation Report. 31,700 Date 10-18-2018 j Signature of Public Housing Director 1 To be completed for the Performance and Evaluation Report or a Revised Annual Statement 3 PHAs with µoder 250 units in management may use 100% of CFP Grants for operations. 4 RHF funds shall be included here. Page 2 \ Date fonnHUD-50075.1 (07/2014) L.,. ~ \ -\ Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part II: Sunnortine Pa2es PHA Name: Otter Tail County HR.A Grant Type and Number U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 03/31/2020 Federal FFY of Grant: 2019 Capital Fund Program Grant No:: MN46P177S0119 ,. CFFP (Yes/No}: Replacement Housing Factor GrantNo: Development Number General Description of Major Work Development Name/PHA-Wide Categories Account No. Activities MN177 Ooerations 1406 MN177 Reolace Flooring 1460 1 To be completed for the Perfonnancc and Evaluation Report or a Revised Annual Statement 2 To be completed for the Perfonnance and Evaluation Report. Page 3 Quantity HAW 2-Bldgs Total Estimated Cost Total Actual Cost Status of Work Original Revised 1 Funds Funds Obligated2 Expended2 25,000.00 6,700.00 - formHUD-50075.1 (07/2014) Section 8 Administrative Plan Policy and Procedures 201({ Annual Plan Update DENIALS AND TERMINATIONS FOR CRIMINAL ACTIVITY Objective of changes -To not deny or tenninate assistance based on charges and arrests and rely on convictions only for drug related and violent criminal activity. 2.3 OBLIGATIO S OF THE FAMILY 2.3 K. The members of the household may not engage in drug-related criminal activity (including the use of medical marijuana), violent criminal activity or other criminal activity that threatens the health, safety or right to peaceful enjoyment of other residents and persons residing in the immediate vicinity of the premises. 3.0 ELIGIBILITY FOR ADMISSION 3.0 F. SUITABILITY FOR TENANCY -The Otter Tail County HRA determines eligibility for participation and will also conduct criminal background checks on all adult household members, including live-in aides. The Otter Tail County BRA will deny assistance to a family who has an adult family member who has been convicted of drug-related criminal activity or violent criminal activity during the last twelve (12) months since the date of the most recently signed application for admission/recertification. 4.0 MANAGING THEW AITING LIST 4.8 GROUNDS FOR DENIAL F. Omit (covered in other language in L. of the same section of Policy) J. Omit " " " " L. Change to read: Have a household member who has been convicted of the following in the last twelve (12) months since the date of the most recently signed application for admission/recertification: (Any language in this Section pertaining to charges and arrests will be changed to convictions.) GLOSSARY CHANGES: Drug-Related Criminal Activity: Includes but is not limited to: (A) Possession, usage, distribution, transp01tation, sale, manufacture or storage of illegal drugs or drug paraphernalia; or (B) Conviction of any state or federal laws relation to illegal drugs and/or drug paraphernalia (including the use of medical marijuana). I 15.0 DENIAL OF PARTICIPATION/TERMINATION OF ASSISTANCE BYTHE ()TTER TAIL COUNTYHRA JS.0 A. If_the family violates any family obligations under the program: . 20. If a family member is convicted of drug-related or violent criminal activity (see glossary for definitions). If a family member has a pattern of illegal drug use that 'interferes with the health, safety, or right to peaceful enjoyment of the premises by other residents. 30. If any information supplied by the family is not true or complete. PORTABILITY 8.1 GENERAL POLICIBS OF THE OTTER TAIL COUNTY HRA A family who has been issued a Voucher of participation in the program will be required to lease a unit and be a participant within the Otter Tail County BRA jurisdiction for a full 12-month period of time before being eligible to port to another jurisdiction. Add: This requirement may be waived if the Voucher holder is able to provide verification that they were a resident of the Otter Tail County HRA jurisdiction at the time of initial application. Verification of residency may include, but is not limited to, a copy of a lease identifying place of residence at the time of initial application, a copy of a utility bill in the applicants hame or other documentation provided that verifies where the applicant was residing at the time of initial application. Otter Tail County Public Housing A OP (Admissions and Continued Occupancy Policy) and L A E PROPOSED CHANGES October2018 13.4 THE FLAT RENT The Otter Tail County Housing Authority has set a flat rent for each public housing unit. The flat rent is determined annual based on the market rental value of the unit using one of the following thr e options: B. Option Two: No less than 80 percent of an applicable small area FMR (SAFMR) or 80% of the unadjusted rent1, if applicable, as determined by HUD, or any successor determination, that more accurately reflects local market conditions and is based on an applicable market area that is geographically smaller than the applicable market area used in the first paragraph ofthis section. If HUD has not determined an applicable SAFMR or unadjusted rentt, the Otter Tail County Housing Authority will rely on the applicable FMR under the first option or may apply for an exception flat rent under the third option. No other smaller geographical FMRs will be allowed by HUD; (S e footnote 1 for HlJD's definition of "unadjusted rent" as relates to Flat Rent requirements); C. Option Three: The Otter Tail County Housing Authority may request, and HUD may approve, on a case-by-case basis, a flat rent that is lower than the amounts in Options One or Two of this section, subject to the following requirements: 1. The Otter Tail County Housing Authority must submit an acce table market analysis of the applicable market. 2. The Otter Tail County Housing Authority must d monstrate, based on the market analysis, that the proposed flat rent is a reasonable rent in comparison to rent for other comparable una sisted units, based on the location, quality, siz , unit type, and age of the public housing unit and any amenities, housing services, maintenance, and utilities to be provided by the PHA in accordance with the lease. 3. All requests for exception flat rents under this option must be submitted to and re-a!)proved by HUD. The Otter Tail County Housing Authority will not implement Option Tlu·e prior to receiving HUD's written approval. A new market anal-ys-is-ana-a-new-HUD vr.ritten approval is required every year. The option chosen to establish the required flat rent will be the sole decision of the Otter Tail ounty Housing Authority. There is no utility allowance for families paying a flat rent because the Otter Tail County Housing Authority has already facto red who pays for the utilities into the flat rent calculation. If the resident pays their own utilities, the calculated flat rent shall be reduced by a reasonable utility allowance based on an nergy-conservative household of modest circumstances. Otherwise, the entire flat rent shall be aid by the resident to the Otter Tail County Housin Authori . Annually, no later than 90 days after issuance of new FMRs or SAFMRs by HUD, the Otter Tail County Housing Authority will compare the current flat rent amount to the applicable FMR and SAFMR/unadjusted rent1. Jfthe flat rent is at least 80 percent of the lower of the FMR or SAFMRJunadjusted rent, the Otter ail County Housing Authority is in compliance with the law, and no fu1iher steps are necessary. If the flat rent is less than 80 percent of the lower of the FMR and SAFMR, the Otter Tail County Housing Authority will aajust . , the flat rents at no less than 80 percent of the lower of the FMR or SAFMR/unadjusted rent1, subject to the utilities adjustment required for tenant-paid utilities, or the Otter Tail County Housing Authority may request an exception flat rent pursuant to Option Three, as described above. Revised flat rents will become effective for all families admitted after the flat rent is changed or at the lease renewal for an existing resident. As for flat rent phase-ins, previous regulations in PIH Notice 2014-12 and the subsequent FAQ's, HUD provided flexibility to PHAs to phase in all flat rent increases over a three-year period, including those increases that were 35 percent or less. However, the FY 2015 Appropriations Act provides the Otter Tail County Housing Authority additional flexibility to establish flat rents at lower amounts, thereby eliminating the need for the three-year phase-in of flat rent increases that are 35 percent or less. Therefore, the only flat rent increase that will be phased-in are those where a family's rent will increase by more than 35 percent prior to any apJ!licable adjustments for utility payments. 13.5 CEILING RENT The Otter Tail County Housing Authority has set a ceiling rent for each public housing unit prior to October 1, 1999. Tp.e amount of the ceiling rent will be reevaluated annually and the adjustments applied. It must e ual or exceed the flat rent established by the Otter Tail County Housing Authority. Affected families will be given a 30-calendar day notice of any rent change. Adjustments are applied on the anniversary date for each affected family. 15.0 RECERTIFICATIO rs: 15.3 FLAT RENTS The annual letter to flat rent payers regarding the reexamination process will state the following: B. The amount of the flat rent and the Otter Tail County Housing Authority's policies on switching rent types do to financial hardshi GLOSSARY Ceiling Rent: Maximum rent allowed for some units in public housing developments under the income method of calculating rent. It must equal or exceed the Flat Rent. Drug related criminal activity: Includes but is not limited to possession, usage, distribution, transportation, sale, manufacture, or storage of illegal drugs and/or drug paraphernalia; or conviction of violating any state or federal laws relating to illegal drugs and/or drug paraphernalia (including the use of medical marijuana). Income Method: A means of calculating a family's rent based on the greater of 10% ofthei.r monthly income, 30% of their adjusted monthly income, the welfare rent, or the minimum rent. Under the income method, rents may be capped by a ceiling rent as long as the ceiling rent equals or exceed the flat rent. Under this method, the family's income is evaluated at least annually. ProposedACOP and Lease cluuzges effective January 1, 2019 for present residents, effective immedfotelyfor new residents. 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) 2019 FMR: 3 bedroom -$895.00 4 bedroom -$953.00 Otter Tail County 3BR 80% ofFMR $716.00 (FMR is $895.00) Payment standard (Sec 8) $984.00 Otter Tail County 4 BR 80% ofFMR $762.00 (FMR is $953.00) Payment standard (Sec-8) $1,048.00 2018 Flat Rent + Utility Allowance = Ceiling Rent (80% Fair Market Rent) (the highlighted and underlined amount needs to be higher than the amount in parenthesis) Underwood 3 bedroom duplex units $500.00 + $255.00 = $755.00 Underwood 4 bedroom unit $525.00 + $33 1.00 = $856.00 Pelican Rapids 3 bedroom duplex units $525.00 + $255.00= $780.00 New York Mills 3 bedroom duplex units $525.00 + $255.00 = $780.00 New York Mills 3 bedroom rambler $525.00 + $288.00= $ 813.00 New York Mills 4 bedroom unit $550.00 + $33 1.00= $ 881.00 Henning 3 bedrnorn duplex units $525.00 + $255.00 = $780.00 Henning 3 bedroom rambler $525.00 + $288.00= $813 .00 Henning 4 bedroom unit $550.00 + $33 1.00 = $881.00 -OVER- ($716.00) ($762.00) ($716.00) ($716.00) ($716.00) ($762.00) ($716.00) ($716.00) ($762.00) OTTER TAIL COUNTY FAMILY PUBLIC HOUSING (with proposed $25 increase in flat rent) 2019 Flat Rent + Utility Allowance = Ceiling Rent Underwood 3 bedroom duplex units $525.00 + $255.00 = $780.00 ($716.00 -80% FMR) Underwood 4 bedroom unit $550.00 + $331.00 = $881.00 ($762.00 -80% FMR) Pelican Rapids 3 bedroom duplex units $550.00 + $255.00= $805.00 ($716.00 -80% FMR) New York Mills 3 bedroom duplex units $550.00 + $255.00 = $805 .00 ($716.00 -80% FMR) New York Mills 3 bedroom rambler $550.00 + $288.00= $ 838.00 ($716.00 -80% FMR) New York Mills 4 bedroom unit $575.00 + $33 1.00= $ 906.00 ($762.00 -80% FMR) Henning 3 bedroom duplex units $550.00 + $255.00 = $805.00 ($716.00 -80% FMR) Henning 3 bedroom rambler $550.00 + $288.00= $838.00 ($716.00 -80% FMR) Henning 4 bedroom unit $575.00 + $331.00 = $906.00 ($762.00 -80% FRM) Otter Tail County Payment Standard Section-8: -3 Bedroom $984.00 -4 Bedroom $1,048.00 (effective January 1, 2019 at Recertification for all present tenants and immediately for all new tenants) OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF August, 2018 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 City of Perham $ Stoll Electric Co $ Fergus Falls Daily Journal $ All Wayz Construction Co $ Steve's Sanatation $ Carlosn-SV, Audit $ Scott Rochell $ Robert Bigwood $ Robert maki $ David Johnson $ Egger Plumbing and Heating RTW -workers Comp $ H:\Users\JEFROTC HRA EXPENSES 20:14-2018\OTC HRA EXPENSES-July 2015 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 378.75 37.92 127.53 137.17 498.77 273.00 1,008.94 1,003.08 97.95 740.49 27.71 47.81 100.00 15.10 5,000.00 107.30 5,040.00 1,016.00 7,100.00 87.84 75.00 133.85 101.75 $1,382.00 1,151.50 N.F. Field Salaries .. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF August, 2018 $ $ ' H:\Users\JEFF\OTC HRA EXPENSES 2014-2018\OTC HRA EXPENSES -July 2015 52,313.24 18,427.43 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF September, 2018 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ l\1N Benefit Association $ Ally -Vehicle Lease $ Mikel Olson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz -Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Undeiwood $ City of Henning $ American Family Insurance Co. $ Steve's Sanatation $ Otter Tail Power Co. $ Great Plains Gas Co. $ Networks For Hire $ New Horizon Ag Service $ Home Depot $ URP $ URP $ RlIR. $ Tanya Westra -mileage $ N.F. Field Abstract $ Lumber Depot LLC $ Travelers Ins. Co $ Daily Journal $ Ballard Sanitation $ All Wayz Construction $ Mark Gaworski -Accounting Fees $ Otter Tail City $ Otter Tail Co. Recorder Jim Irwin Construction $ H:\Users\JEFF\OTC HRA EXPENSES 2014-201 B\OTC HRA EXPENSES -September 2018 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 162.96 21.89 126.99 100.62 532.88 261.00 1,234.90 1,003.08 548.00 460.21 15.49 369.00 46.08 48.49 100.00 200.00 65.00 139.52 255.00 24,968.55 1,511.00 107.30 118.70 13,036.89 1,100.00 395.00 $230.00 19,636.00 .. r Salaries OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF September, 2018 $ H:\Users\JEFF\OTC HRA EXPENSES 2014-2018\OTC HRA EXPENSES -September 2018 13,397.32" October 18, 2018 OTTER TAIL COUNTY HRA INVESTMENT LISTING I.D. # 41-1518930 FINANCIAL FUND DESCRIPTION PRINCIPAL INTEREST INTEREST PURCHASE MATURITY INSTITUTION RATE PAID DATE DATE • es:-ir;:R:";--T; ·]~lF-_ ·lbA• ~---r1:'-·1t""'.""·s···_: -. ,, ------..-""i -~--" • ---::?;r-··--,<"" ,.,.. -c · .. :1-nr-j . .. -, ~~. '< ' ,:~-:·--'"~.-.. ......,..,_--,.,----. --, ": ~-·._·-•· ----~ ........... .. -.~ ..... -, .... --.. ~ ~ ' • i . ' ·-' -1 1_ ~~-: _--~ ;_: \ i -.1 ! ____ ... -./_, ·< ,.-:~.•-..... ~ ,; -,":; -I -c ---.. -------. . ----~--· ---~.I -----... _ ____,.,,,._,,_,____.__.; -----~ ---,..__________:;~ ~ ,w= Security State Bank OTC Tax .. Money Market 152,710.22 .65% Maturity Renewed Fergus Falls Levy Certificate #2153 53 Automatic Deposit 6/28/2018 12/28/2018 .. .. -. -. -_., --(s··,'A;'"';,V[iN.-'. 'r-r,·,®,~-s·.;-:~-::~~--e··::-01, lJN;::-:~<•.·1;·· i-$":-, --------' ----------, --'<":"I:· -' -• ' 1 1--: ' ~ . .,.-' . .. i L 1·-·-, • . , \, , •• ~ , l • ~.. .• Ii ~-::___.., r -..~ ~ .._.. •• -') ..;_ .• ~, I ..i -;., -~ i ~ ::~~~~ ['/ j ,~--~ ...., ____ . -___i' ~-~ ----. _ ___.. -~ ..,. ,_ ---... ,., .. I :· l !• ,. '" i ·,' i ~ .____ _,.__,___"_ -· j --.-----... ---~ L--------~,.__ -----_.., ~ ---------.~ -· ----~~ Security State Bank Section 8 Ad.min Weekly Money $19,918.76 .05% Monthly Account Fergus Falls Reserve Market Savings #9312-004634 Security State Banlc Public Housing Commercial Money $7,064.14 .05% Monthly Account Fergus Falls Security Deposits Market #9312015673 --. .. ·:<?;-diWN:v Ai'@t1~'tIN]f$, ! -. ·---· ------....--" .--~ i . ./ .. -··1 ::···---------..... ·-\' .. i • -:~--;!'~:: .... '~-~ ~--2::;}:,:·:l I .• l ., ·, '. ' ' -:. '._ ~tt· -:-~·-. ·-• -------------....1 .. -----. . -·--·· -... -·-~ .... , . ----a-) ";;5,;i~---.:~.' Section 8 Existing NOW Account $50,237.54 Public Housing NOW Account $15,491.59 lV1HF A-Loan Account NOW Account $24,771.06 Otter Tail County Tax Levy NOW Account $262,299.94 :tvlHF A-HOJvIE Account NOW Account $832.72 Dalton SCDP Program NOW Account $1,274.52 H:\Users\JEFF\INVESTMENT LISTINGS\2018\invest list otc -October 2018.doc 0 '"""'"""""" OPPORTUNITY Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority 1. OTTER TAIL COUNTY HRA BID PROPSALS I 0/18/2018 Multi-Peril Insurance $11,669.00 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 Fa lls MN 56537 218-739-9498 American Family Insurance Ed Larrivy, Battle Lake, MN ($344.00 decrease from 20 18) 2. Carlson SV LLP Fergus Falls, MN Fiscal Audit $ 7,360.00 ($260.00 increase from 20 18) 11:\User \JEFF\OTC HRA BID PROPS/\L .doc p .d . H , O t ·t· rov, mg ousmg ppor um ,es Jeff Gaffaney From: Sent: Nicholas Leonard <n leonard@co.ottertail.mn.us> Wednesday, October 17, 2018 11:41 AM To: Jeff Gaffaney Subject: Re : 10/16/18 Joint Meeting with OTC HRA and FF HRA Boards 1. Board supportive of HRA exploring a county-wide HRA process if limited to income restricted housing per m1ss1on. 2. Board prefers two strategies and entities -1 focused on low income and l focused on ED/market rate housing strategies. 3. For 2019, Board to maintain OTC HRA levy at $541 ,800 but shall be limited to income restricted projects and programmrng. 4. Per 469.094, Board requests permission of OTC HRA Board to transfer the control, authority, and operation of any non-income restricted programs and projects to a new entity to be created based on input from ED committee. • https://www.revisor.mn.gov/statutes/cite/469.094 5. Board intends to update HRA enabling resolution to authorize 1 county commissioner to serve on HRA. Sent from my Verizon Samsun g Galaxy smartphone --------Original message -------- From: Jeff Gaffaney <ffhra@prtel.com> Date : 10/17/18 7:35 AM (GMT-06:00) To: icholas Leonard <nleonard@co.ottertail.mn.us> Subject: RE: 10/16/18 Joint Meeting with OTC HRA and FF HRA Boards Sure ....... you want to give me a call at 11:00 Thanks, Jeff From: Nicholas Leonard [mailto:nleonard@co.ottertail.mn.us] Sent: Wednesday, October 17, 2018 6:31 AM To: Jeff Gaffaney <ffhra@prtel.com> Subject: FW: 10/16/18 Joint Meeting with OTC HRA and FF HRA Boards Jeff... I have to leave for Thief River this morning. However, we need to connect before your board meeting tomorrow. Would you have time to connect via phone sometime between 11 AM and 2 PM today? Thanks, Nick Nick Leonard, Ph.D. Communications and External Relations Director 520 Fir Avenue West 1 2019-2023 Budget Proposal, Otter Tail County Housing and Redevelopment Authority 2018 request ($541,800} 2018 ytd ($724,162 as of 7/13/2018) Grant Writing 10,000 Grant Writing 0 Tax Forfeit 25,000 Tax Forfeit 74,000 Rental Rehab 50,000 Rental Rehab *242,000 Owner Rehab 75,000 Owner Rehab 79,000 Grant Leve rage 136,000 Grant Leverage *200,000 Down Payment Assist 75,000 Down Payment Assist 30,000 General Admin. 170,000 General Admin 99,162 *applications, not all approved 2019 HRA budget request {$650,000) 20% increase from 2018 Grant Writing 10,000 Tax Forfeit and Property Development 90,000 Rentai Rehab 125,000 Owner Rehab 75,000 Grant Leverage· 135,000 Down Payment Assist 45,000 General Adm in. 170,000 2020 HRA budget request ($705,000} 8.5% increase from 2019 Grant Writing 15,000 Tax Forfeit and Property Development 100,000 Rental Rehab 135,000 Owner Rehab 90,000 Grant Leverage 150,000 Down Payment Assist 45,000 General Adm in. 170,000 2021 HRA budget request ($730,000) 3.5% increase from 2020 Grant Writing 15,000 Tax Forfeit and Property Development 100,000 Rental Rehab 135,000 Owner Rehab 95,000 Grant Leverage 150,000 Down Payment Assist 60,000 General Admin. 175,000 tt ~J • .. 2022 HRA budget request ($755,000) 3.5% increase from 2021 Grant Writing 15,000 Tax Forfeit and Property Development 100,000 Rental Rehab 135,000 Owner Rehab 105,000 Grant Leverage 150,000 Down Payment Assist 75,000 General Admin. 175,000 2023 HRA budget request ($800,000) 6% increase from 2022 Grant Writing 15,000 Tax Forfeit and Property Development 120,000 Rental Rehab 140,000 Owner Rehab 120,000 Grant Leverage 150,000 Down Payment Assist 75,000 G~neral. Ad min. 180,000 To: From: CC: Date: Subject: ,s.J,/ Otter Tail Count,,.C:ommittee JYlembers { I-- Otter Tail County HR/\~~~1;;: ~q, Mikel 013011, Te119e We3l1e- John Dinsmore, Nick Leonard, Wayne Stein October 18, 2018 Otter Tai l County HRA's REVISED 2019 Budget Request/5 Year Pla n ~IA-- The Otter Tail County~oard met at 10:00 am on Thursday October 18, 2018 as scheduled. A recommendation was made to staff to revise the 2019 budget request to more accurately reflect current activities and financial needs associated with those activities and commitments. Our Tuesday meet ing at Lakes Country Service Cooperative provided a great opportunity to discuss the role of t he Otter Tail Co unty HRA and ou r Mission to provide safe and affordable housing to low income households. Attached, please find a revised budget request for 2019. Our focus and expertise has been, and must continue to be, assistance to low income, very low in come, and extremely low income families in need of safe, decent, and affordable housing opportunities as t hey strive to achieve self-sufficiency and improve the quality of their lives. To accomplish our mission and be responsible to t he tax payers of Otter Tail Co~Jl_Y~~(lu~!fl,!:;j~ must be in line with our mission. Therefore, we now ask to lower our request for 20E~i'indicated in the attached revised budget .. T.b,e reqw.i,t rAilcilii in o,ug1.1,t '"'a3 well i1,te11tioneel, R9'"i"filr ill ;1cl>tis.ui. As Otter Tail County continues to develop its Long-Range Strategic Plan, we look forward to continuing our mission. Sincerely, Jeffrey Gaffaney, Executive Director Otter Tail County HRA Enclosure: 2019 budget request/5 year plan Sincerely, Scott Rocholl, Cha irperson Otter Tail County HRA \ ~!,-11 .. i lll \Jeff Gaffaney From: Sent: Nicholas Leonard <nleonard@co.ottertail.mn.us> Thursday, October 18, 2018 8:32 AM To: Jeff Gaffaney Cc: 'Mikel Olson ' Subject: Re: Proposed Site Visit Jeff, l1m going into a meeting at 9 and will be unavailable until later this afternoon. Just wanted to get back to you on this. Having .a meeting with Eric from Bremer does not guarantee any funding nor commit us to accepting any grant funding. Awards aren1t announced until well after December 18th. However, not taking the meeting guarantees we aren't getting funded. This is a competitive grant and there were several applicants from Otter Tail County. I certainly hope you1ll reconsider. Nick Sent from my Verizon, Samsung Galaxy smartphone --------Original message -------- From: Jeff Gaffaney <ffhra@prtel.com> Date: 10/18/18 8:17 AM (GMT-06:00) To: Nicholas Leonard <nleonard@co.ottertail.mn.us> Cc: 1Mikel Olson 1 <mikel_ffhra@prtel.com> Subject: RE: Proposed Site Visit Nick, Given the current circumstances and the definite uncertainty of our levy request at any level I feel at this time it would be inappropriate to have a joint meeting with Eric from the Bremer Trust Fund prior to December 18, 2018. Jeff From: Nicholas Leonard [mailto:n'leonard@co.ottertail.mn.us] Sent: Thursday, October 18, 2018 6:37 AM To: Jeff Gaffaney <ffhra@prtel.com> Cc: Mikel Olson <mikel_ffhra@prtel.com> Subject: "RE: Proposed Site Visit I can niake any of these dates work. I also asked Michelle from Muhube to save these dates. We'll want to ensure she is at the meeting too. Nick Leonard, Ph.D. Communications and External Relations Director 520 Fir Avenue West Fergus Falls, MN 56537 218-998-8000 main 218-998-8057 office 218-671-5762 cell nleonard@co.ottertail.mn.us 1 '"' ', . l,~fi} C].,lj.E. V11Ti,0U Confidentiality Notice: The unauthorized disclosure or interception of e-mail ls a Federal Crime. See 18 U.S.C Sec. 2517/4). This e-mail message, Including any attachmerits, is for the-sole use ofthe,attended recipient(s) and may contain confidential and privileged information. I/you are not the intended recipient, please·contact the sender by reply e-mail and destroy all copies of the original message. From: Jeff Gaffaney <ffhra@prtel.com> Sent: Tuesday, October 16, 2018 7:31 AM To: Nicholas Leonard <nleonard@co.ottertail.mn.us> Cc: Mikel Olson <mike) ffhra@prtel.com> Subject: FW: Proposed Site Visit From: Eric Antonson [mailto:eantonson@ottobremer.org l Sent: Monday, October 15, 2018 4:01 PM To: ffhra@prtel.com Subject: Proposed Site Visit Hi Jeff, I am contacting you today in regards to your recent proposal to otto Bremer Trust. I would like the opportunity to have an in- person discussion about your proposal. Here are some things for you to consider when identifying a date and time that will work best for you: • The conversation will probably last about 1.0 to 1.5 hours. It is intended to be a conversation, although I will be jotting down notes as we go. • The meeting will likely occur at your office. • Only a few people from your team need to be present. I would recommend someone who can speak about the organization, someone who can speak to this specific proposal, and someone who can speak about the finances. It is perfectly fine if just one or two people from your organization are there, as long as we can cover these topics. • I will have a full copy of your proposal with me. You may want to have a copy handy for your own reference. • This visit does not indicate likelihood of funding. The Trustees will not make a final decision on your proposal for some time. This visit is simply a way to learn more about your proposal. Here are some dates and times that would work well for me. Please let me know your preference. We can certainly look at additional dates if none of these work for you. • Wednesday, November 28 at 12:30 pm • Wednesday November 28 at 2:30 pm • Thursday November 29 at 8:00 am • Thursday, November 29 at 10:00 am • Thursday, November 29 at 12:00 pm I'll send a meeting request via email once we identify the date and time. The request will include the location for the meeting. Feel free to call or email if you have additional questions. I look forward to visiting with you and learning more about your important work. Kind regards, Eric Eric Antonson Program Officer eantonson@ottobremer.org 2 Program OTC Tax Levy -Homeowner (2018) Only TL Projects . Leveraged w/ SCDP Projects TOTAL 2018 OTC Tax Levy-Rental (2018) Down Payment Assistance SCDP: Henning Homeowner Rehab SCDP: Henning Rental Rehab SCDP: Henning Commercial Rehab SCDP: Dalton Homeowner Rehab SCDP: Dalton Rent Rehab SCDP -Preliminary Proposals MHFA Deferred Loans-2018 2018 Economic Development FF HRA-Rent Rehab Loans .. .... .c.._ Fergus Falls and Otter Tail <;:ouQty HRA Rehabilitation Projects Update October 1, 2018 Applications Approved Denied Inspected 30 5 10 5 8 8 0 8 38 13 10 13 14 10 0 13 6 3 0 66 14 5 14 10 3 4 6 9 7 0 7 40 5 5 5 2 1 0 2 surveying in Fergus Falls, Battle Lake & Ottertail 18 1 8 0 17 10 0 10 3 3 0 3 Proceed Issued Complete 5 4 8 5 13 9 6 0 2 12 9 ·2 1 3 2 5 3 1 0 0 0 9 5 3 1 ~ ~· UMAs Actual UMLs Actual HAP Vouchers Other Planned Issued/Projected Additions/ Tf'li R11:1,.,.,..,,.,., c,,.,.,,.,...: ..... Jan-18 140 118 $40967 Feb-18 140 116 $42 468 Mar-18 140 114 $41654 lL ADr-18 140 112 $41100 8 Mav-18 140 116 $42 777 Jun-18 140 121 $43,337 Jul-18 140 117 S41 571 0 Auo-18 140 116 $41 333 2 Sen-1R 140 116 $40 377 Oct-18 140 112 $38 622 Nov-18 140 0 $0 ""'"-18 140 0 $0 Total 1680 1 158 $414 206 38 0 .... , •1•= Jan-19 140 Feb-f9 140 Mar-19 140 -~=-19 140 - Mav-19 140 --- Jun-19 140 - Jul-19 140 ' "~ - Auo-19 140 -- SeP.19 140 --......,. - Oct-19 140 ::::, =" -= Nov-19 140 n.,-.19 140 -- Total 1680 0 $0 0 0 Issuing/New Leasing/UML Trend 10 9 • 8 ---"' ., 7 -------u C: 6 "' :, 5 "' .!!! 4 3 2 ,- MN177 HGV Leasing and Spending Projection New Leasing from Issued "-"-"-·· 0 0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 --- Estimated Attrition -22 -2.2 -4.4 -2.2 -2.1 -2.1 -2.0 -2.0 -2.0 -1.9 -1.9 -1.8 -1.8 -1.8 -1 .7 -233 -- UMLs: ActuaVProjected 118 116 114 112 116 121 117 116 116 112 110 108 1,376 106 104 102 100 98 96 94 92 90 88 87 85 1142 140 120 100 C s: -80 ;-(/) 60 40 ,_j 20 H 0 HAP: PUC: Manual PUC Cumulative % Cumulative % MonthlyABA Actual/Projected ActuaVProjected Ovenide Eligibility Monthly UML % Annual l eased c ----A-A Expended% $40967 $42 468 $41654 $41100 $42 777 $43 337 $41 571 $41 333 $40 377 $38 622 $37 994 $37 317 $489 518 S36 599 $35 867 $35149 $34.446 $33 757 $33 082 $32 421 $31 772 $31 137 $30 514 $29 904 $29306 $393,952 a. <( I '0 C: "' <( CD <( >, :c c a ::;; $50,900 $45,000 $347 $366 $365 $367 $369 $358 $355 $356 $348 $345 $345 $345 $356 S345 $345 $345 $345 $345 $345 $345 $345 $345 $345 $345 $345 $345 --- -- ~ = -= - -... 84.3% 102.9% 84.3% 102.9% 83.6% 104.8% 82.9% 106.7% 82.9% 104.7% 814% 104.6% 82.1% 104.3% 80.0% 1032% 82.3% 105.0% 82,9% 107.4% 83.0% 105.6% 86.4% 108.8% 83.1% 105.4% 83.6% 104.4% 83.0% 105.2% 82.9% 103.8% 83.0% 104.8% 82.9% 101.4% 82.7% 104.0% 80.0% 97.0% 82.3% 1032% 78.7% 95.4% 81.9% 102.4% 77.3% 93.7% 81.9% 102.4% 75.8% 89.7% 758% 89.7% 75.1% 88.8% 74.3% 87.9% 74.3% 87.9% 72.8% 86.2% 736% 87.1% 71.4% 84.4% 72.8% 862% 699% 82.8% 72.1% 85.3% 68.5% 81.1% 71.4% 84.5% 67.2% 79.5% 70.7% 83.7% 65.8% 77.9% 70.0% 829% 645% 76.3% 69.3% 82.1% 63.2% 74,8% 68.7% 81 .3% 61.9% 73.3% 68.0% 80 5% 607% 71.8% 68.0% 80.5% Spending v. Funding $40,000 =::::===================== $35,000 -------$30,000 I $25.000 $20,000 $15,000 $10,000 $5,000 so -vouchers issued or projected to be issued Actual or Projected Units Leased -Projected New Leasing from Issued Vouchers ######~#~~~~&&###&##&#~& #~~~~~~#~~~$#~ef~~~~~~~~~ Estimated or Actual HAP -Monthly ABA and Combined HAP Reserves -onthly ABA ,-~ Comments -•------+-----=c F -=f ~ =+-===f _ FINANCIAL• Beginning Year: Cash & Investments (VMS) of $46,270 compares to RNP (VMSI of $4,041. Current: Note negative UNP of S-410,000, VMS Cash & Investments of $40,042 compares to VMS RNP plus UNP of $-3,458, I-PMHiifl HUD Page2 10/1B/2018 PHAName ~ ~ !nrul!Ml1 Offset of HAP Reserves SetAS!de Funding Total ASA Funding Provided PHAlncome Total Cash- Supported Pnor Year-End Reserves Otter I •H county HRA ACC/Funding Information Current Year (2018) 140 Current Year (2018) $477,829 so so $0 5477,829 $559 $23,955 Year2 (2019) 140 Year2 (2019) $489,518 so $0 $489.518 so $12,825 t-t t ~ HUD --r PHA Number Year3 (2020) 140 Year3 (2020) $393,952 so so $393,952 $108.391 M 177 ------ MN177 HCV Leasing and Spending Projection tll zat on Ro ort: orecas n oo ---+- ►iii◄ Accesa Additional Toole --+ Funding Proration/Offset Program Projection Variables Year2 (2019) 100,0% Rebenehmar1< Year 3 (2020) 1000% Rebenchmar1< Year2 (2019) o/o 'Excess' 00% Reserves Offset Year 3 (2020) % 'Excess' 0.0% Reserves Offset ~~ ,;_;:;i:_::~~~ui,,~.J'.:lti t A~m!~~~'~'!Ye ~~e~ • ~ , .~!ilfl"~-·-.-~ ~;; ~.::2~ Year 1 (2018) 77.0o/i ,_ IE Year 2 (2019) 77?~ HUD-Held Reconclliatlon Cash Sufficiency Chee~ HU~stabhshec CYE HHR $23,995 (Recon Line 19) HUD-e&bmated Net Excess Cast ($40) (Recon Line 19) HUO-$23,955 Reconciled Lower of H17/117 $23,955 (May Override) $46,270 $70,265 Success Rate 20% Tfme from Issuance to HAP Effective Date (Current: 2.2 months) % leased In 30 days o/o leased in 30 to 60 days % leased in 60 to 90 clays % leased on 90 tc 120 clays % leased in 120 ] to 150 days 12.31.2017 Reconciliation II-IUD-established ~YEHHR (Recon Line 19) PHA-Held Cash 12/3112017 (VMS) HUD-R«oncied (Cash Capped} Lowerol'H17/117 (May Ovemde) 25% 40% 25% 10% 0% HUD-Reconciled Excess Cash v PHA RNP 112/31/20171 HUOv PH~ $4,041 <-1/MSc:ur difference: RNP ($4.081 00) or •:::.-=.:::;-:;.=:;;..-'.llll::·~ EOY Excess 09%o!Ellgiblllt, ~ .. _, 11$401 Page 1 Annual Turnover Rate 240% PIC EOP % as of 6/30/2018 (30 EOPs) 25.88% r-- +- Pl'Ojecied 12/31 Total HAP Reserves HAP~serws as" of ABA (Sten 6.0%} 78.4% $12,825 $108,391 2.7" 22.1" $0 $49,649 -t Admlnlstratlvo Fees Analysls ►#i·ii'l'I <• 7.200 UMLs > 7 200UMLs Aclm1n Fees (No Prorat,on) (No Proration) Eamed(PY. 562,609 $51,809 $59,722) $59.95 $55.95 E.>\pense $157,818 $149,892 c-=----MN177 ha .. eootp« UML of $111.26 ns % 252.1% 289.3% compared to Jtl Eamings/UML & Srze-peer Based on lh• mot1 r.c.n ottiaaf (tnd o1 fecal year) UNP. group of $47,34 (a difference of 57.5%) MN177 hu a prOje<:ttd 2018 Cailel'ldar Yea:•End (CYE) UNP or al"ld Its state peer group (of alt ?HAs 1,, the (S459,3'43) (or-733.7'41 orcv201a Earned Admln Fees) and• state) of S55, 13 (• difference of 60 4%) =.::~~ of {S557.4261(ot • t07511% Of CY 2019 Ellm«I 10/1812018 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM AUGUST & SEPTEMBER, 2018 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/Absorbed Ports Out/End Participation End Participation Shop Mode/AAS New Admissions Waiting List/To Date Vouchers Issued/Current Applications I/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI %/To Date 15 13 0 1 0 0 0 1 1 0 223 3 9 ( + 1 O letters sent) 1 (From FF) 2 2/$2334; 2/$2440 0 0 71% OTTER TAIL COUNTY PUBLIC HOUSING. Rents Payable Rents Collected Late Fees Charged Late Fees Collected FAMILY UNITS BOARD REPORT 13 Family units August2018 $2,290.00 $1,965.00 $ 61.00 $ 61.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2Bedroom 24 3 Bedroom 20 4Bedroom 8 Units owned by OTC BRA 3 Bedroom Rambler I-NY Mills, 1-Henning 3 Bedroom Duplex I-NY Mills, I-Henning, 1-Underwood, I-Pelican 4Bedroom 1.,NY Mills, I-Henning, I-Underwood H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units September 2018 Rents Payable $2,570.00 Rents Collected $3,151.00 Late Fees Charged $ 32.00 Late Fees Collected $ 32.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2Bedroom 32 3 Bedroom 23 4Bedroom 8 Units owned by OTC BRA 3 Bedroom Rambler I-NY Mills, 1-Henning 3 Bedroom Duplex I-NY Mills, I-Henning, I-Underwood, I-Pelican 4.Bedroom 1-NY Mills, I-Henning; . I-Underwood HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 ~l'10IJSING OPPORTUNITr Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE: MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director November 21, 20 18 Meeting to be held Wednesday, November 28, 2018 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Regular Minutes of the October 18, 2018 Meeting Special M.inutes of the October 16, 2018 Meeting AGENDA 1. Chairperson -Call Meeting to Order 2. Approval of Minutes 3. Exejl'(!ti ve Director A~dministrative Expenses -October 2018 B., ff.'estment Listing C.:(~~lic Housing -Accounts Receivable D. 20 19 ~11inistrative Contracts with Fergus Falls HRA ~}-Section 8 Voucher Program ;/J Family Public H.ousi ng Program ,L · MHFA Programs j__ 4. Otter Tail County Tax Levy Programs E." 9"scussion on Otter Tai l County's Request to Form New Countywide EDA ~ & Use HRA Tax Levy Doll ars as Funding Source for the New EDA. F. Resolution No. 124 -Resolution Consenting to the Adoption of an Ordinance. Oivid1·ng Econo~m11~i D velopment, Housing and Redevelopment Powers. ✓-~ 4. Rehab Specialist -Mikel Olson ~ '1-4' "5';-/"-t,,;j",-/.~ A. Tax Levy Update JI, S-jnc--/-....r<-C!.4 5 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. Housi ng Manager -Pam Minten A. Public Housing Program Update __L ~-~ ,ue1-7 f;.-}1,0 I tk1 ~ PLEASE CALL IF YOU ARE UNABLE TO ATTEND! 11:\Users\JEFF\Agendas (OTC)\AGENDA OTC 11-21-2018.dp~l'a~ I pf I . O .. t-'rov,a,n~ Housing pportumt1es r1~ r ~ ' __ ....,,.::,. ..... ~. ;,,-.,,.-I_ 0i • cl\.*' . ' I Joint meeting between Otter Tail County Commissioners, Fergus Falls HRA and Otter Tail County HRA Held on October 16, 2018 at 9:00 a.m. at Lake County Cooperative in Fergus Falls, MN FERGUS FALLS HRA BOARD MEMBERS PRESENT Dennis Hagstrom, Chairperson Dalyce Leabo, Vice-~hairperson Lyle Hoxtell, Secretary Barry Heinen • OTTERTAIL COUNTYHRA BOARD MEMBERS PRESENT Robert Bigwood, Vice-Chairperson Scott Rocholl, Chairperson Robert Maki, Secretary Dave Johnson HRA STAFF PRESENT Jeffrey Gaffaney, Executive Director Tanya Westra Mikel Olson Pam Minten Sarah Bertrand Kelli Drayton Mary Jo. Schwarz Ken Laney Mick Tostenson Kim Scheer COUNTY REP. PRESENT Lee Rogness, County Commissioner Wayne Johnson, County Commissioner Doug Hoebsch, County Commissioner John Lindquist, County Commissioner John Dinsmore, County Representative Nick Leonard, County Representative Michelle Eldien, County Attorney Ben Olson, Country Attorney Deb Sjostrom, Director of Human Services Wayne Johnson-called the special meeting to order on, October 16, 2018 at 9:05 am at the Lakes Country Service Cooperative, I 00 l E Mt Faith Avenue, Fergus. Falls. Introductions were made with all. of the individuals named above. Jeffrey Gaffaney stated that a meeting like this was historical; the last time all ofthe_se boards joined together was in 1980 with no minutes to reflect its business. The HRA's Mission Statement was shared and. read out load by Jeffrey. Jeffrey than gave a brief summary of the HRA's history from 1955 to.present; including the construction of Riverview Heights in 1967, the voucher system becoming active in 1978, Timber Place Townhomes and Public Housing. HUD •H:\Users\KIM\Minutes\2018 minut~s\minutes-otc-ff-Country October Special Meeting.doc began having issues with how things were being managed by the O1:C HRA and a contract was agreed between the two HRA's. Jeffrey than read a statement that is often heard, "What does the HRA do?" Each HRA staff person was called upon to give a brief report of how their program works within the Income Restricted Programs that the HRA offers. The Section-8 Rental Assistance program was discussed first by Mary Jo, Housing Administrator and Kelli Drayton, Housing Specialist. The items talked about were: maintaining the two waiting lists, HUD requirements and monitoring, landlord participation, inspections, annual certification, establish policies and procedures investigate fraud, conduct informal hearings and litigation, reporting to County for the welfare of vulnerable adults and calculating rents. The subsidies that the HRA offers calculate to over a million dollars a year. Currently 112 families have their rent subsidized by the HRA, breaking down to approximately $345 a month. Currently 145 landlords receive rent checks from the HRA (71 of them from the County). The County alone currently has 223 individuals on the waiting list and the city of Fergus Falls has 214 people. Doug Hoebsch asked how many Section 8 participants graduate off the program. Mary Jo stated that very few people graduate off the program. There is a tum-over of 183 families on the program in any given year of people going on and off the program. County Commissioners asked if there were statistics available for the amount of homeless. There is concern from the Commissioners of people staying on the program longer than necessary instead of living financially independent. Jeffrey stated that the HRA used to receive a certain amount of vouchers from HUD and now it's based on a dollar amount. An example is: 140 families used to be the amount of vouchers that were given to the HRA by HUD, now we can only help 112 families. Commissioners asked why there is such a high turnover; reflecting back to the 183 families a year. Commissioners asked how much percentage of funding from HUD pays administrative costs and subsidy costs. Jeffrey explained the breakdown of the budget from HUD. The application process for people applying for Section 8 was also discussed. Housing Manager, Pam Minten, began her Public Housing report with statistics of Riverview Heights in Fergus Falls. She discussed what it takes administratively to manage the Family Public Housing units such as: applications process, landlord references, and quarterly inspection to check for damage, terminations, and rent and utilities collections, denials (which are more frequent in Public Housing than in Section 8). In one year 252 applications have been processed; 80 of them are specific to the County. John Lindquist asked who pays for damages to the unit. Pam explained the process she takes to try to recoup those funds; including using Revenue Recapture. Jeffrey stated that the County Public Housing program has only 13 units and is one of the smallest programs in the state. He discussed the Utility Allowance and how it is calculated and dispersed. It was reported that in some cases the HRA pay's a check to the tenants to remain living in our nnits due to these Utility Allowances. The HRA's insurance premiums almost exceed the rents that are collect. This past August HUD deemed the Otter Tail County Family Public Housing as substandard; as the result of a test that was completed and a physical assessment of the units. HUD has given the HRA 2 options: selling the properties and absorb the tenants into the Section 8 program, or sell to an LLC and the HRA would act as a standalone landlord. HUD's suggestion is that Fergus Falls HRA absorbs the OTC Family units. Doug Hoebsch asked about the percentages of how many people are being helped in Fergus Falls, verses Otter Tail County. It was than discussed by the County Commissioners that more housing is needed in Otter Tail County to fill job positions. Dennis Hagstrom asked where the statistics come from on the amount of available jobs and not enough people to fill the jobs. Doug stated the source being Perham Economic Development Authority. Lee Rogness stated that he now sees there are two reasons why the County is in need of housing and that both issues need to be addressed in two different meetings; low income housing verses people that can sustain jobs that cannot find housing. At this time Jeffrey checked the amount of time that was allowed for this meeting and quickly reviewed the Capital Fund program and the Small Cities Development programs. H:\Users\KIM\Minutes\2018 minutes\minutes -otc -ff-Country October Special Meeting.doc Mikel Olson gave a report of the Small Cities Development Program projects including Henning and Dalton. It was noted that Dalton's project cost nearly a million dollars with an additional $300,000.00 in homeowner rehab projects. The Commissioners requested an example of both a Homeowner Rehab Project and a Commercial Rehab project. The examples that Mikel gave for commercial improvements were: roofs, front fac;ade, tuck-pointing and not fixtures and flooring. Commercial Rehab is meant to stabilize the structure. Mikel reported that if a commercial building has space for a rental unit above or below that two notes can be borrowed: Commercial and Rental. Lee Rogness asked why the HRA chooses to help in Commercial Rehab when it's the HRA's focus to work on housing. A brief explanation of the MHF A program was reported on by Jeffrey. This is a very income restrictive program. An explanation of the Down Payment Assistance program was given by Jeffrey. It was stated that this program operates strictly from Otter Tail County Tax Levy money. 4 homeowners were helped this past year with the funding available for this program. With more funding, more people would be helped to purchase homes. Non-income Restricted Programs were quickly reviewed by Jeffrey including: County-wide Rental Rehab, New York Mills Tax Forfeit Projects, New York Mills Daycare, Bond Issues, Business Development of Fergus Falls (BDOF) and City-wide Rental Rehab. The Commissioners unanimously stated that the HRA needs to become more active in creating housing. Next on the agenda was the fact that the HRA has been asked by the County to create a position for an EDA official with the Otter Tail County Tax Levy funding. Jeffrey discussed the possibility of the HRA becoming a county-wide HRA. Jeffrey's date shows that it would be cost effective to combine staff and board members. He noted that something like this doesn 't happen overnight and that it has taken other counties 2 to 3 years to make this transition due to HUD regulation and legal issues. Jeff stated that it would be best that the HRA be given the responsibility of the EDA authority and make-up of that board. Nick reflected back to the Mission Statement of the HRA; that the HRA needs to maintain helping the extremely low income in the County. Nick touched on the need for both Market Rate Housing and Income Based Housing. Nick asked how the County and HRA could simultaneously move into a model that works for both of these issues discussed today. Nick explained that the HRA could move towards a new model when an EDA would actually be necessary (when the HRA starts moving into the area of creating market rate housing for job development and Economic Development). Nick reviewed that there has been good conversation on how the HRA can help the County within their capacity. It is also understood why the HRA was originally confused by the County's request to change their direction when their goals of their current mission statement are being fulfilled. Jeff announced that the 2019 OTC Tax Levy request did not include the budget for an EDA Position. Jeffrey revised the 2019 request today to add the EDA person and shared this handout. Jeffrey stated that the position would need to be a very aggressive grant writer and knowledgeable in Economic Development. Jeffrey went into more detail of the confusion behind hiring an EDA position with the possibility of a consolidation of the HRA as a long term plan. Other counties have hired professionals to assess the planning of a consolidation. Jeffrey said in the near future we need to decide on the EDA position. There is a committee formed from the County that was given 90 days to make a decision as to whether to move forward on the EDA position. Nick explained the different models that other counties use between HRA's, EDA's and CDA's (Community Development Authority's which are essentially an HRA with EDA powers). Almost each County uses a different model. Jeff stated that it would be helpful for a County Commissioner to be appointed. It was asked if there is a downside to having an EDA ; such as being restricted to grant monies. Jeff explained that with the Small Cities Development Program, the awarded City is the host of the grant. A statistic was requested of the County; 28% of the current Section- 8 applicants for the County program have a Fergus Falls address. H:\Users\KIM\Minutes\2018 rninutes\rninutes -otc -ff-Country October Special Meeting.doc All parties agreed that an end goal needs to be figured out. Wayne Johnson stated that reading that Mission statement explains a lot to the Commissioners. Today the Commissioners realized that the HR.A has been working effectively for what their specific goals are. It was stated that the County Commissioners need to realize that there goals of what they want the HRA to do, is not the same goal as the HRA is currently designed for. Lyle Hoxtell asked what kind of study has been done in regards to how many people live out of Otter tail County and drive into our county to work and vice versa. Today's conclusion is that the County Representatives knows they need to make a change, but need to know how to make a change. John Lindquist stated how helpful this meeting has been and would like to have more ofthesejoint meetings. Jeffrey stated how desperately the HR.A needs the Tax Levy monies. Jeffrey stated that the HRA has already spent some of2019's money because of things in New York Mills that need to be finished before winter. Going back to Lyle's question, Out-migration was discussed. Nick Leonard referenced Minnesota DEED data and Ben Winchester studies. In 20 years Otter Tail County's demographics will change dramatically. Nick stated demographically a person will bring their job with them. Going back to Jeffrey's plea for the Otter Tail County Tax Levy request; the County Commissioners were under the impression that the Tax Levy request being used on Economic Development. Now today with the Mission Statement brought to light, Wayne Johnson stated that the County did not think they were going to be helping low income families with the Tax Levy money. Jeffrey discussed the 6 month lag in funding if an EDA position was hired through the HR.A in January; the HRA wouldn't be granted the money until at least June. It was noted Lee Rogness that by reading the Mission Statement he wants to make sure that our Mission does not go away. As a County Commissioner he wants to make sure he protects the agency that helps low income families. Wayne Johnson asked to close the meeting at 10:30 am. Doug asked if the percentages were fair of what the City of Fergus Falls gives in Levy money verses the County. Jeff stated, "Absolutely." More discussion on the Tax Levy request ensued. Jeffrey asked where the HR.A goes from here. Jeffrey also made an announcement that Mikel Olson will be taking the roll of the new HRA Executive :pirector following his retirement in December 2018. Date H:\Users\KIM\Minutes\2018 minutes\minutes -otc -ff-Country October Special Meeting.doc ,, ,;,-.. 1,.1. ,_. ,i) J • ' jlie'Otter Taii County HRA Board of Commissioners met for their regular meeting-on, October 18, 2018 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus F.alls, MN, 56537. MEMBERS PRESENT Robert Bigwood, Vice-Chairperson Robert Maki, Secretary Dave Johnson Scott Rocholl, Chairperson OTHERS PRESENT Jeffrey Gaffaney Kelli Drayton Mary Jo Schwarz Mikel Olson· Pam Minten Kim Sheer Tanya Westra ABSENT Carl Linderkarnp Brent Frasier, Mayor of Pelican Rapids Scott Rocholl, Chairperson then called the meeting to order. A motion was made and seconded with all ayes to approve the minutes from the regular August 16, 2018 meeting. Ml Dave Johnson S/Bob Maki Jeffrey introduced and welcomed Brent Frasier the Mayor of Pelican Rapids, MN. Jeffrey reported that there are notes in the Board Members packets today from the meeting held on September 17, 2018 at the HRA with John Dinsmore and Nick Leonard·. There was not a quorum, so no approval is necessary. Scott Rocholl then opened the Public Hearing at 10:00 am. One un-registered guest was in attendance, otherwise, the HRA did not receive any comments in writing, and had no appear to speak at the hearing'. The Public Hearing began with the Fiscal Year 2019 Capital Fund Annual Update of the Five Year Comprehensive Agency Plan. The Board of Directors thoroughly discussed the 2019 budget plan. A new 5 Year Plan will begin in the year 2021. Jeffrey gave a brief over view of what the Capital Fund program. A final report from the HUD site yisit has not been rec.eived regarding our Substandard Public Housing Financial Recovery Plan. Jt was reported that with any remaining funds flooring will be replaced. This is purely an update; no formal approval needs to be done today. This plan could be changed two or three times before completed. Mary Jo's presented the following 2019 policy changes and updates for the Otter Tail County Section 8 Housing Voucher Agency Plan & Policy Manual. • Denials and Terminations for Criminal Activity; which affects sections: 2.3, 3.0, 4.0, 4.8, 15.0 and glossary It was reported that during the Spring NARRO conference there was discussion among other HRA's regarding Criminal Activity. It was found that some termination cases end up in a Court of Appeals. Mary H:\Users\KJM\Minutes\2018 minutes\minutes ~ otc October 2018,doc I Jo gave examples of the current process the Fergus Falls HRA follows. As the board discussed the current policies the conversation led to the topic of the 'Despaired Impact Policy'. It is difficult for staff to determine whether or not the preponderance of evidence exists when an applicant/participant is charged and not yet convicted. A discussion ensued over the terminology used for the update to the policy on Denials and Terminations for Criminal Activity. Administratively the HRA. struggles with collecting the proper evidence. Jeffrey stated that our HRA is in the minority of our procedure on this item. Landlords can also terminate and conduct their own background checks; so the HRA believes this is strictly a landlord problem. The board asked if the HRA staff could .make it known to the landlords when they come across evidence on their tenants. The staff did not have an immediate answer of whether they would forewarn each landlord. The board announced that they are concerned of whether this policy change can be appropriately and fairly administered. A motion was made and seconded with all ayes to approve the purposed policy for Denials and Terminations for Criminal Activity effective November 1, 2018. The board stated that a report will be necessary at next year's meeting to decide if this policy will remain in effect. Ml Robert Bigwood SI Bob Maki Discussion was held regarding HUD>s statutory language with respect to when an applicant is eligible to port to a different jurisdiction at the time their name reaches the top of the Section 8 waiting list. No action was taken to change the.current policy ofthe Otter Tail County Section 8 Administrative Plan with respect to portability. Pam presented the following policy changes and updates for the Otter Tail County Public Housing Program. • Flat Rent; affecting sections: 13.4, Ceiling Rent in section 3.5, Recertification Flat Rent in section 15.3 and additions to the Glossary. Pam informed the board that tenants can choose one time a year if they want to pay flat rent, or subsidized. Pam explained reasons why a tenant may choose flat rent. It was noted that new proposed rents are still below Section-8 payment standards. Today's purposed changes in flat rents would affect our budget in a positive way. New Flat Rents are as follows: Underwood: 3 bedroom duplex $525 4 bedroom $550 Pelican Rapids: 3 bedroom duplex $550 New York Mills: 3 bedroom duplex $550 3 bedroom rambler'$550 4 bedroom $575 Henning: 3 bedroom duplex $550 3 bedroom rambler $550 4 bedroom $575 A motion was made and seconded with all ayes to approve the proposed changes for Public Housing. Ml Bob Maki SI Robert Bigwood H:\Users\KIM\Minutes\2018 minutes\minutes ~ otc October 2018.doc 2 [_ . .~ f ' j;_ " ' "'""----• Scott Rocholl declared the Public Hearing closed at 10 :31 am. A motion was made and seconded with all ayes to close the meeting. Ml Robert Bigwood S/Bob Maki Approval was requested for Resolution No. 122 which is the PHA Certification of Compliance with 2019 Annual Plan & Civil Rights Certification. A motion was made and secoI\cled with all ayes to approve Resolution No., 122. Ml Robert Bigwood S/ Dave Johnson A motion was made and seconded with all ayes to approve the administrative expenses that were reviewed for the months of August and September, 2018. Ml Robert Bigwood S/BobMaki The Investment Listing was reviewed; a $150,000.00 transfer was made from the Tax Levy investment because the HRA will not get the last half of 2018's Tax Levy money until November. The only other changes were the balances in the checking and savings accounts as of October 18, 2018. Jeffrey presented a bid proposal for Multi-Peril Insurance coverage from American Family Insurance in the amount of $11,669.00, which is a $344.00 decrease from 2018. Jeffrey noted that the HRA did not increase the value on the units. It was also noted that in the past the HRA would get an inflation factor from HUD, but in the last 6 years the HRA has not received that. This was the only bid received. A mo.tion was made and seconded with all ayes to accept the bid from American Family Insurance in the amount of$11,669,00 for the year 2019. Ml Robert Bigwood S/BobMaki A bid was proposed for 2019's Fiscal Audit by Carlson SV LLP. This was the only bid received. The proposed cost will be $7,360, which is a $260.00 increase from 2018. A motion was made and seconded with all ayes to accept the bid from Carlson SV LLP in the amount of $7,360.00 for 2019. Ml Robert Bigwood S/ Dave Johnson Jeffrey made a n,quest for approval of the 2019 Proposed Public Housing Operating Budget and Resolution No. 123. The board reviewed the 2019 projected amounts and discussed· the proposed expenses. Jeffrey did not include Tax Levy money into this budget. Rental income is up due to some extra tenants now pa;ying rent.· The board was reminded that the HRA is totally at the mercy of what tenants pay. Administrative expenses are up as well as maintenance costs and general expenses. Employee benefits were also reviewed. A motion was made artd seconded with all ayes to approve the 2019 Proposed Public Housing Operating Budget and Board Resolution No. 123. A copy of the approved budget will be mailed to HUD. Ml Robert Bigwood S/ Bob Maki H:\Users\KIM\Minutes\2018 minutes\minutes ~ otc October 2018.doc 3 Jeffrey announced that the position of Fergus Falls/ Otter Tail County Executive Director was offered to Mikel Olson. The board congratulated Mikel. The joint meeting that was held on October 16, 2018 at Lakes Country Service Cooperative at 9:00am between: The Otter Tail County HRA Board of Directors, Fergus Falls HRA Board of Directors, County Commissioners, and Fergus Falls/ Otter Tail County HRA Staff were discussed. As a result of that meeting the Commissioners have communicated today with a list of five items to be relayed to the OTC HRA Board of Directors. 1. Board supportive of .HRA exploring a county-wide HRA process if limited to income restricted housing per mission. 2. Board prefers two strategies and entities -1 focused on income restricted programs and I focused on ED/market rate housing strategies 3. For 2019, Board to maintain OTC HRA levy at $541,800 but shall be limited to income restricted projects and programming. 4. Per 469.094, Board requests permission of OTC HRA Board to transfer the control, authority, and operation of any non-income restricted programs and projects to a new entity to be created based on input from ED committee 5. Board intends to update HRA enabling resolution to authorize 1 County Commissioner to serve on HRA board. The board discussed these suggestions from the Commissioners. The question from the HRA board is whether the HRA needs to act on any of these suggestions. The County Commissioners passed a motion to send this email of 5 items to be shared at today's meeting. State Statute needs to be checked to see how a merge of a County-wide EDA would go. It was discussed that all major cities and townships in the county would have to play a role in this decision. The HRA Board of Directors questioned the purpose of the Counties '90 day committee'. An update was given on the 2019 Tax Levy Request to Otter Tail County Board. The budget requested for approval today would only include dollars for income restricted programs and be a 20% increase from 2018. Jeffrey stated that the HRA should do what Commissioners said we are good at and not include any Economic Development funds. Jeffrey reported it would have been nice if all the Mayors of all Otter Tail County cities could have heard the Commissioners stand-point on Income Restricted Programs. Mikel shared a letter that he drafted requesting a change to the Tax Levy. The wording of the letter was discussed by the Board members. The Board stated that the letter needs to include that the HRA Board would like to be told the results of the 90 day committee decision. This letter also states that the HRA will let the EDA committee come up with their recommendation. The HRA will find out at that point if the Commissioners still have interest in exploring a new EDA With this in mind it is hopeful that the HRA and County will be able to work effectively in what each of us focuses on. It was reported to the board that a representative from Otto Bremer Trust is scheduled to visit the .HRA on November 29 to discuss a grant application for the new daycare facility in New York Mills. Mikel reminded the board that our original Tax Levy request was well intended of what our abilities and intensions were. We cannot transfer control to an entity that does not yet exist. Mikel reported to the board that he would be willing to attend whatever continuous meetings are necessary to satisfy the Commissioners. A motion was made and seconded with all ayes to amend the request to $650,000.00 and to proceed on the work being done at the New York Mills Daycare facility and current programing costs. Ml Robert Bigwood S/ Dave Johnson Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for both the Fergus Falls HRA and the Ottertail County HRA. H:\Users\KIM\Minutes\2018 minutes\minutes -otc October 2018.doc 4 l .,..,t ' t .ii .,i ' TLC Homeowner Projects: 30 applications have been sent, 5 have been approved, 10 were denied, 5 were inspected, 5 are in process and 4 are complete. TLC Homeowner Projects Leveraged with SCDP Projects: 6 applications have been sent, 6 have been approved, none were denied, 6 were inspected, 6 are in process and two are complete. 2018 Otter Tail County Tax Levy Rental program: 8 applications have been sent, 8 have been. approved, none were denied, 8 were inspected, 8 are in process and five are complete. SCDP Henning Homeowner Rehab Program: 66 ·applications have been sent, 14 have been approved, 5 were denied, 14 were inspected, 12 are in process and 9 .are complete. SCDP Henning Rental Rehab Program: 10 applications have been sent, 3 have been approved, 4 were denied, 6 were inspected, 2 are in process and 1 is complete. SCDP Henning Commercial Rehab Program: 9 applications have been sent, 7 have been approved, none were denied, 7 were inspected, 3 are in process and 2 are complete. SCDP Dalton Homeowner Rehab Program: 40 applications have been sent, 5 have been approved, .5 were denied, 5 were inspected, 5 are in process and 3 are complete. SCDP Dalton Rent Rehab Program: 2 applications have been sent, 1 has been approved, none were denied, 2 were inspected, 1 is in process and none are complete. SCDP Preliminary Proposals are due to Minnesota DEED by November 15, 2018 for the City of Fergus, City of Ottertail and Battle Lake. 2018 MHFA Deferred Loans update; 18 applications have been received, 1 has been approved, 8 wete denied, none have been inspected, none are in progress, and none are complete. Discussion ensued about this program being one of the most restrictive programs that are administered in our office. The HRA is trying to promote this program. • 2018 Economic Development Program update; 17 applications have been received, 10 have been. approved, none were denied, 10 have been inspected, 9 are in progress, and 5 are complete. 2018 HRA Revolving Rent Rehab loan program update; 3 applications have been received, 3 have been approved, none were denied, 3 were inspected, 3 are in progress, and one is complete. Mikel gave an update on the tax forfeited properties in: Ottertail and New York Mills. Activity is going well and on schedule. The house in Wadena will sit as-is until we get past the current Tax Levy issue. Mikel reported to the Board that the positive interest in these cities is over-whelming. There are people walking through these properties while contractors are working asking progressive questions. Mary Jo Schwarz, Housing Administrator, gave the census report .on the Otter Tail County Section 8 Program. For the month of August there were 116 leased and HAPS totaling $41,333.00. In September there were 116 leased and HAPS totaling $40,377.00. The total activity was 15 annual re-certifications and 13 interim re-certifications. One participant ended participation and there were no new admissions. There are 223 families on the waiting list. Three vouchers were issued, one is in shop mode, and 9 applications are in progress. There was one port -in and 2 ports-out pending. There were 2 ports out paid totaling $2,334.00. The ELI percentage was 71 %. Pam Minten, Housing Manager, reported that rents payable for Public Housing for August 2018 were $2,290.00 and $1,965.00 was collected. There were $61.00 in late fees charged and collected and none H:\Users\KIM\Minutes\2018 minutes\minutes -otc October.2018.doc 5 :lo( outstanding. There were 24 applicants on the 2-bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list and 8 on tlie 4-bedroom waiting list. ELI-percentage is 100%. In September 2018 rents payable totaled $2,570.00 and $3,151.00 was collected. There were $32.00 in late fees charged and collected. There were no outstanding late fees collected. There were 32 applicants on the 2~bedroom public housing waiting list, 23 applicants on the 3-bedroom waiting list and 8 on the 4- bedroom waiting list. ELI percentage is 100%. Pam is in the process of doing quarterly inspections. Next week New York Mills and Henning will be completed. Jeffrey noted that Pam's comment made on Wednesday at Lakes County Cooperative was an eye opener to the Commissioners. Pam reported the extensive process it took to fill a 3-bedroom unit in New York Mills. She went through all 3 bedroom applicants as well as all 2 bedroom applicants. She ended up filling the unit with a non-resident. Board members asked what the future holds for the HRA's vacant position of the Rehab Specialist. Mikel stated that it's too .soon to know what the outcome will be for that position. Our next meeting will be held on Thursday, December 20, 2018 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11 :41 am. Ml Bob Maki S/ Dave Johnson Robert Maki, Secretary Date H:\Users\KW\Minutes\2018 minutes\minutes -otc October 2018.doc 6 ,. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF October 2018 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 Gaffariey-Mileage Mary Jo Schwarz -Mileage City of Pelican Rapids City of New York Mills City of Underwood City ,of Henning American F'. amily Insurance Co. Otter Tail Power Co. Great Plains Ga~ Co. Steve's Sanitation New Horizons Ag Services Otter Tall Co. Detention Facility Networks For Hire RHR Mark Gaworski -Accounting Fees N.F.'Field Abstract Bremer Bank Culligan Water Coopers Technology Group City of Perham Otter Tail Co. Recorder Foam Sense Vandermay Mechanical David Johnson Scott Rocholl Robert Bigwood James Irwin Construction Co. Robert Maki Culligan Water AU Wayz Construction Co. VoltedgeElectric Co. De Wayne Seward Construction Superior Point Contract Administrator Stoll Electric Co. Sal<.1ries H;\Users\JEFF\OTC HRA EXPENSES 2014-2018\OTC HRA EXPENSES-October 2018 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 275.23 $ 49.13 $ 117.18 $ 109.46 $ 628.78 $ 267.00 $ 809.15 $ 1,003.08 $ 738.57 $ 119.47 $ 478.00 $ 70.61 $ 196.00 $ 259.00 $ 65.00 $ 700.00 $ 85.00 $ 350.00 $ 155.73 $ 100.ob $ 15.10 $ 92.00 $ 2,874.00 $ 10,403.84 $ 203.50 $ 175.68 $ 150.00 $ 31,057.42 $ 267.70 $ 1,889.00 $ 4,425.00 $ 5,710.00 $ 877.67 $ 750.00 $ 2,500.00 $ 12,262.97 November 28, 2018 OTTER TAIL COUNTY BRA INVESTMENT LISTING FINANCIAL INSTITUTION Security State Bank Fergus Falls Security State Banlc Fergus Falls Security State Bank Fergus Falls Section 8 Existing Public Housing Jvff:IB A-Loan Account Otter Tail County Tax Levy Jvff:IB A-HO1\.1E Account Da4on SCDP Program FUND OTC Tax Levy Section 8 Ad.min Reserve Public Housing Security De osits NOW Account NOW Account NOW Account NOW Account NOW Account NOW Account • /s)-r H:\Us£FF\INVESTMENT LISTINGS\2018\invest list otc -November 2018.doc DESCRIPTION PRINCIPAL INTEREST RATE Money Market Certificate #215353 Weel<ly Money Market Savings Commercial Money Market 152,710.22 .65% $19,922.14 .05% $7,065.04 .05% $54,168.63 $13,113.73 $24,705.45 $246,542.93 $832.81 $218,375.87 INTEREST PAID Maturity Automatic Deposit Monthly Account #9312-004634 Monthly Account #9312015673 I.D. # 41-1518930 PURCHASE DATE Renewed 6/28/2018 MATURITY DATE 12/28/2018 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergu Fa lls MN 56537 218-739-9498 2018 OTTER TAIL COUNTY HRA PUBLIC HOUSING PROGRAM ACCOUNTS RECEIVABLES: NONE _______________ Pro viding Housing Opportunities .... . , ~ I ,· • 2019 ADMINISTRATION CONTRACT FOR ADMINISTRATION AND OPERATION OF FEDERALLY ASSISTED HOUSING PROJECT NO. MN 177, ACC-4109 PARTIES IN CONSIDERATION of the covenants herein contained, the HOUSING AUTHORITY OF OTTER TAIL COUNTY (hereinafter called the OTC HRA), and the HOUSING AUTHORITY OF FERGUS FALLS (hereinafter called the FF HRA), agrees as follows: HOUSING AUTHORITY GRANT The OTC HRA hereby employs the FF HRA to rent, lease, operate and manage according to the local. Housing Authority policy the Projects known as Large Family Public Housing (MNl 77, ACC-4109) composed of .Ll. units, located in the Cities of Pelican Rapids, Henning, New York Mills and Underwood, Minnesota (hereinafter called the "Project") upon the terms and conditions set forth. FERGUS FALLS HRAACCEPTANCE The FF HRA accepts this contract for the period and upon the terms herein provided and agrees to exert its best efforts faithfully and diligently to perform the specified services and furnish the specified facilities, materials and labor. Said services, in general, involve the management of the Project which was developed pursuant to the provisions of the United States Housing Act, the stated purposes of which is to provide decent, safe and sanitary housing for families of low income. LIAISON AND SUPERVISION The FF HRA or its representatives may be required to appear at all regular meetings of the Board of Commissioners of the OTC HRA. INSTRUCTIONS AND POLICIES The FF HRA agrees to abide by all instructions relative to the management, rental and maintenance of the project issued from time to time by the OTC HRA, and adhere to all operating policies that have been or may be adopted and promulgated by the OTC HRA; however, with respect to such instructions and policies the FF HRA shall have the right to make recommendations and representations to the Board of Commissioners prior to their issuance or adoption, or to recommend subsequent changes or amendments. The FF HRA also agrees to comply with all rules, regulations, and policies of HUD. The program will be administered in accordance with the latest Annual ;'\gency Plan approved by both the OTC HRA and HUD. ACCESS TO PROJECT AND RECORDS The OTC HRA, Board of Commissioners, Department of Housing and Urban Development (called HUD), and Comptroller General of the United States, or their duly authorized representatives, shall have full and free access to the Project and to all books, documents, papers and records of the FF HRA H:\Users\JEFF\seivice agreement~ 2018.doc Page I of8 ' • • that are pertinent to its operation, including the right to audit, and to make excerpts and transcripts from such books and records. BUDGET AND PLAN OF OPERATIONS At least 90 days prior to the end of any budget period, the FF HRA shall have prepared and submitted an Operating Budget and Plan of Operations for the next fiscal year to the Board of Commissioners for • their approval and submission to the HUD Area Office. BUDGET REVISIONS The FF HRA or the OTC HRA may at any time initiate a proposed revision of any approved Operating Budget and/or Plan of Operations. Such revisions shall become effective upon approval by the OTC HRA, and HUD. The approved Operating Budget and Plan of Operations with approved revisions, if any, shall govern the FF.HRA's management operations during the fiscal year. OPERATION EXPENSES The FF HRA will supervise the payment of all operating expenses properly incurred pursuant to an approved budget for utilities, routine maintenance, insurance, and employee benefit contributions. When specifically authorized by the OTC HRA, the FF HRA may also charge as an operating expense costs incurred in the actual performance of non-routine maintenance, for betterments and additions. FERGUS FALLS HRA EXPENSES The FF HRA shall furnish at its own expense and without additional expense to the OTC HRA, the following: 1. 2. 3. 4. 5. The salaries of all his administrative personnel, including related expense of social security, workmen's compensations and unemployment insurance. Any additional office furniture and equipment it requires, as its own, to supplement. office property of the PHA furnished and included within the property inventory, to enable toe FF HRA and its administrative personnel to effectively and fully perform the FF HRA's obligations and commitments hereunder in a workmanlike manner and to retain ownership thereto upon expiration of this Contract. All required office supplies, postage, two-party check blanks and other materials incident to the administrative function of the FF HRA's office, except such .supplies as may be recommended for use and provided by the OTC HRA. Fees, charges and expense attributed to the semi-annual and annual closing of the books, specifically excluding the Fiscal Agents fees and independent audit fees. Transportation and travel expense incurred by the FF HRA in the attendance of meetings by NARRO and HUD. MANAGEMENT SPACE The FF HRA may use rent-free, with utilities included solely for the performance of this contract its office, together with any maintenance, or storage space that may be a part of the project; however, no dwelling or community activities space shall be diverted to such use, without the specific authorization of the OTC HRA. H:\Use~\JEFF\5ervice agreement -2018.doc Page2of8 r -. • RENTAL OF DWELLINGS The FF HRA shall accept as tenants only those families and individuals deems eligible according to guidelines established by the OTC HRA. Dwellings shall be rented for residential purposes only by the lessee and the lessee's immediate family and rents shall be charged in accordance with the approved rent schedule established by HUD. LEASE REQUIRED No tenant shall be permitted to occupy a dwelling in the project except pursuant to a written lease executed by both the FF HRA and the tenant. The FF HRA shall obtain approval by the OTC HRA of the form of lease to be used and it shall incorporate provisions as specified by the OTC HRA as to requirements for reporting family income and redetermination of rent and eligibility. No lease shall be for other than one-year renewable term. Any rules and regulations governing occupancy not included in the lease but incorporated therein by reference shall also be subject to approval by the OTC HRA. EVICTIONS The FF HRA is authorized to serve notice on any tenant to quit and vacate .the property when the FF HRA deems such notice necessary; however, in each such case the tenant shall be given an opportunity to present any pertinent rebuttal. The FF HRA shall maintain a written record of every eviction from the project. Such records are to be available for review by HUD representatives and shall contain information as follows: 1. Name of tenant and identification of unit occupied. 2. Date of Notice to vacate. 3. Specific reason(s) for notice to vacate. For example, if a tenant is being evicted because of undesirable actions, the record should detail the actions, which resulted in the determination that eviction should be instituted. 4. Date and method of notifying tenant with a summary of any conferences with tenant, including names of conference participants. 5. Date and description of final action taken. The FF HRA is also authorized to institute and prosecute such actions or other proceedings as may be deemed advisable to carry out such evictio,n or to recover rents, charges, or other sums due and payable. Such actions or proceeding may be discontinued by the FF HRA, provided however, that no suit, action or proceeding may be compromised without the consent of the OTC HRA. 6. Such collection fees and costs and/or legal fees shall be considered as operating expenses. The FF HRA shall not be responsible for the acts, defaults, omissions or negligence of the attorneys or collection agencies, if reasonable care has been exercised in their selection and retention. TENANT INCOME RE-EXAMINATION The FF HRA shall cause to be made re-examinations of tenant income, every year for low-income family and elderly, and shall initiate any rental changes necessary as a result of the re-examination. COLLECTIONS AND DEPOSITS The FF HRA shall collect all rents and other income and upon receipt of the same shall deposit such rents and income in a special account to be designated in a General Depository Agreement with HUD, which depository shall be a member of the Federal Deposit Insurance Corporation. All collections H:\Users\JEFF\service agreement ~ 2018.doc Page 3 of8 ' • pertaining to the rental operation of the project shall be deposited in such special bank account as often as normal business practices dictate. TENANT ACCOUNTING The FF HRA shall be responsible for maintaining the books of account and filing HUD-required financial statements. The FF HRA is also responsible for preparing and signing HUD required development and management forms. PAYMENTS The FF HRA shall pay all operating expenses of the project in the manner and subject to the limitations provided for herein and make refunds of security deposits and unearned rent by checks drawn on the special account referred to hereinabove. COST RECORDS AND REPORTS The FF HRA shall maintain a cash receipts and disbursements register to record operating receipts and expenditures and shall each quarter prepare and submit to the OTC HRA, not later than the meeting day of the month following the period covered, a statement summarizing operating receipts and expenditures by account classification. Each such statement shall be supported by vouchers evidencing payments made and shall be signed and certified to be correct by the FF HRA. PERSONAL PROPERTY All depreciable property belonging to the OTC HRA and located at the project site shall at all times be under the custody and control of the FF HRA. who accepts full accountability therefore. Inventories of such property shall be given to the OTC HRA in writing at least once each fiscal year as agreed upon between the parties hereto. The FF HRA shall be liable for loss or destruction of depreciable property of the OTC HRA when caused by the fault or negligence of the FF HRA or his agents. PROCUREMENT Except when the amount involved exceeds $25,000.00 the FF HRA is authorized to procure and enter into contracts for supplies, materials, equipment, .and services needed in the maintenance, repair and operation of the project pursuant to the approved budget and procurement policy. All purchases and contracts shall be made in accordance with procedures approved by the OTC HRA. The FF HRA shall hot, without the specific approval of the OTC HRA make any purchase or award any contract when the amount involved exceeds $25,000.00, except, to the lowest responsible bidder and according to the procurement policies. SOCIAL SERVICES The FF HRA's responsibility for Social Services will be limited to coordinating general services for the public housing residents, and if needed, the referral of tenants to the proper agency in case of housing-related social problems. ROUTINE MAINTENANCE H:\Users\JEFF\service agreement• 2018.doc Page4of8 ·. ' • • All necessary routine maintenance should be accomplished to the extent possible, by tenants (snow removal, lawn mowing, general upkeep, etc.). All technical maintenance service, equipment repair, or special maintenance shall be contracted out through the FF HRA for the service or repair. EXTRAORDINARY MAINTENANCE-BETTERMENTS AND ADDITIONS The FF HRA shall be responsible for the general administration of all property betterments and additions that have been approved in the Operating Budget or Capital Fund Program and by the OTC HRA. The FF HRA shall also arrange for any services needed in maldng the approved betterments and additions. TENANT PARTICIPATION The FF HRA shall encourage, promote and supervise tenant participation in maintenance, janitorial and exterminating work to the extent requested by the OTC HRA, and covered in the Budget and Plan of Operations. BOND The FF HRA shall furnish the OTC HRA with a fidelity bond issued by a surety company satisfactory to the OTC HRA, in the amount required by the OTC HRA, indemnifying the OTC HRA, against loss, theft, embezzlement or other fraudulent acts on the part of the FF HRA 's employees. The bond shall be furnished in the form and manner prescribed by the OTC HRA. The FF HRA shall also obtain and maintain a specific type performance bond to insure compliance with the terms and conditions of the contract and to guard against the filing of any labor and materials lien against the OTC HRA or the Federal Government. WORKMEN'S COMPENSATION The FF HRA shall secure and maintain Workmen's Compensation coverage upon all of their personnel and at the insistence of the OTC HRA. OTHER COVERAGE Depending upon the cost at which desired coverage's are available to the FF HRA, the OTC HRA may require or permit the purchase of other forms of insurance by the FF HRA. The cost of all insurance whether purchased by the FF HRA, or by the OTC HRA, and the cost of the Fidelity and Performance Bonds required shall be considered an operating expense of the Project. POLICIES All insurance policies and bonds when purchased by the FF HRA. shall provide coverage of the kind and in the amount required by the OTC HRA and shall be submitted to the OTC HRA in binder or final form not less than sixty days before the effective date thereof and be subject to the approval of the Department of HUD. LIABILITY COVERAGE H:\Users~ervice agreement-2018.doc Page 5 of8 • . ' • • Liability insurance policies purchased by the OTC HRA shall provide protection for both parties hereto against risks assumed, or incurred as incident to performance of this contract, and shall prohibit the insurer from defending any tort claims on the ground of immunity of the OTC HRA from suit. PERSONNEL It shall be the duty of the FF HRA to hire, discharge and supervise all employees required for the operation of the premises; and that the FF HRA may perform non-administrative duties through the OTC HRA's attorney, agents or employees and not be responsible for their acts, defaults, or negligence if reasonable care has been exercised in their selection and retention. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this contract, the FF ·HRA agrees hot to discriminate against any employee , or applicant for employment because of race, creed, color, sex or national origin. The FF HRA will take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to race, creed, color, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment, or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The FF HRA shall insert provisions similar to the foregoing in all sub-contracts, except sub-contracts for standard commercial supplies or raw material. PREVAILING WAGES AND HOURS OF WORK Each contract entered into the FF HRA in connection with the Project under which any laborers or • mechanics are employed in such operation ( other than contracts for the furnishing or materials or equipment and not involving work normally done at the site of the Project other tl:ian the delivery of such material or equipment) shall require that there shall be paid to all such maintenance laborers and mechanics, not less than the wages prevailing in the locality of the Project, as determined or adopted (subsequent to a determination under applicable State or local law) by HUD. CONTRACT WORK HOURS STANDARDS ACT-OVERTIME COMPENSATION Neither the FF HRA nor any subcontractor contracting for any part of he contract work which may require or involve the employment of laborers or mechanics shall require or permit any laborer or mechanic in any work-week, in which he is employed ,on such work, to work in excess of eight hours in any calendar day or in excess of forty hours in any such work-week unless such laborer or mechanic receives compensation at a rate not less than one and one-half times his basic rate of pay for all hours worked in excess of eight hour in any calendar day or in excess of forty hours in any such work-week, as the case may be. In the event of any violation of the above provisions, the FF HRA and any subcontractor responsible therefore shall be liable to any affected employee for his unpaid wages. In addition, such FF HRA and subcontractor shall be liable to the United States for liquidation damages. Such liquidated damages shall be computed, with respect to each individual laborer or mechanic employed in violation so the said provisions in the sum of $10 for each calendar day on which such employee was required or permitted to work in excess of eight hours or in excess of the standard work-week of forty hours without payment ofhe overtime wages required to be paid. H:\Users\JEFF\service agreement -2018.doc Page 6 of8 .:. ' • • The OTC HRA may withhold, or cause to be withheld, from any monies payable on account of work performed by the FF HRA or subcontractor, such sums as may administratively be determined to be necessary to satisfy any liabilities of such FF HRA or subcontractor, for such unpaid wages and such liquidation damages if any there be. CONFLICT OF INTEREST No member, officer, or employee of the Local Authority, nor member of the governing body of the locality in which the Project is situated, nor member ofthe governing body of the locality in which the local Authority was activated, nor other public official of such locality or localities who exercises any functions or responsibilities with respect to the Project, during his tenure or for one year thereafter shall have any interest, direct, or indirect, in this contractor the proceeds thereof. CONSIDERATION For management services rendered in accordance with this Contract, the FF HRA shall receive 100 percent of the administrative amount approved by HUD for said budget year. This cost and any other payment to the FF HRA authorized by this Contract shall be considered to be an operational expense of the project. The fee for the FF HRA's services shall be negotiated annually at the time the budget is reviewed by the OTC HRA. Any administrative shortfalls not covered through the annual Public Housing budget shall be reimbursed from the Otter Tail County HRA Tax Levy account on a month to month basis. TIME OF PERFORMANCE The services to be purchased and furnished under this agreement shall commence on January 1,.2019, And shall be undertaken and completed in such sequence as to assure their expeditious completion in light of the purpose of the Contract; but in any event, all of the services required hereunder shall be continued through December 31, 2019, and shall be reviewed and approved on an annual basis, thereafter. The Contract may be extended upon mutual agreement between the OTC HRA and the FF HRA. TERMINATION Either party to this contract, after it has been in effect for sixty ( 60) days, may elect to cancel and terminate this contract at the close of business on the last calendar day of the month by giving to the other party notJess than sixty ( 60) days written notice of the decision to so terminate this contract. The said sixty ( 60) days shall be computed from the date of mailing of such notice. A copy of such termination shall be furnished to HUD, and termination should be contingent upon arrangements being made for project administration that are approved by HUD. In the event of sale of the project by the OTC HRA, this contract shall automatically terminate simultaneously with the transfer of title to the Project of the last property thereof. Notwithstanding the provisions of this paragraph, if the FFHRA or any of the agents or employees shall fail to perform the specified services and furnish the specified facilities, materials and labor, the OTC HRA may find the FF HRA to be in default under the provisions of this clause. Upon default by the FF HRA, the OTC HRA shall have the right forthwith to cancel and terminate this contract by giving written notice to the FF HRA at its last known address and shall set forth the manner in which the FF HRA has failed to comply with the terms and conditions of this Contract. H:\Users\JEFF\service agreement -2018.doc Page 7 of8 . • In the even of termination of this contract as above provided, the FF HRA shall be entitled to receive compensation earned hereunder for management and rental services rendered as herein provided up to the date such termination becomes effective. IN WITNESS WHEREOF, the parties have affixed their signatures on this 14th day of November 2018. OTTER TAIL COUNTY HOUSING & REDEVELOPMENT AUTHORITY BY ____________________________ _ Chairperson -11-28-2018 ATTEST ________________________ _ Secretary -11-28-2018 FERGUS FALLS HOUSING & REDEVELOPMENT AUTHORJTY BY ____________ ~---------------- Chairperson -11-14-2018 BY ____________________________ _ Executive Director -11-14-2018 ATTEST ________________________ _ Secretary -11-1 4-2018 H:\UsersVEFF\service agreement -2018.doc Page 8 of 8 201 9 CO TRACT FOR PROFESSIONAL SERVICES MINN OTA HOUSING FIN CE AGE CY HO G REHABILITATIO PROGRAM THIS AGREEME T entered into as of this 14th day of November, 2018, between the Fergus Falls Housing and Redevelopment Authority (hereinafter referred to as the FF HRA) and the Otter Tail County Housing and Redevelopment Authority (hereinafter r fened to as the OTC HRA.) WITNES ETH: WHEREAS, the OTC HRA has received funding from the Minnesota Housing Finance Agency to undertake Housing Rehabilitation Programs in The aunty of Otter Tail, Excluding the ity of Fergus Falls, and to act as the Hou ing Agency to implement these programs and WHEREAS the OTC HRA desires to engage the services of the FF HRA in providing the necessary administrative service in connection with carrying out the programs and WHEREAS the FF HRA is experienced and capable of administering the Housing Rehabil itation Programs and has the necessary staff to impl ment the programs. OW THE FORE, in consideration of the mutual covenant and promise contained herein, the parties agree a follows: 1. Scope of ervices: The FF HRA shall furnish th following services in connection with the MHF A R habilitation Loan Program and the MH A ' Home Rental Rehab Program. 2. 3. 4. ATTEST: Secretary ATTE T: ecretary a) Outreach b) Application Proces ing c) Work pecifications d) Insp ctions e) File Close-outs Time of P rformance: This contract shall run for the period January 1, 2019 to December 31, 2019. Compensation: Compensation for the services of the FF HRA shall be in the form of the administrative fees allowed by MHF A under the rules and regulations of each Rehabilitation Program. Financial Records and Reports: The FF HRA will document and maintain all files with information as required by MHFA. OTTER TAIL COUNTY HOU ING A D REDEVLOPMENT UTHORITY 11-28-2018 BY: Date ITS: CHAIRPERSON 11-28-2018 FERGU FALL H SING D REDEVLOME TA THORITY 11-14-2018 BY Date ITS: HAIRPERSO 11-14-20 18 BY ITS : XECUTIVE DIRECTOR 11-14-2018 H:\UsersVEFFIMHFA PROFES IONAL SERVIC • • 2018.doc. 20 19 2019 CO TRACT FOR PROFE SIONAL SERVICE OTTER TAIL COUNTY AX LEVY HOU ING REHABILITATIO PROGRAMS Tl-Il AGREEME T, entered into as ofthis 14th day of ovember, 2018, between the Fergus Falls Housing and Redevelopment Authority (hereinafter referred to as the FF HRA) and the Otter Tail County Housing and Redevelopment Authority (hereinafter refe1Ted to as the OTC HRA.) WI ESSETH: WHEREAS, the OTC HRA has received funding from the County of Otter Tail to undertake Housing Rehabilitation Programs in The County of Otter Tail Excluding the City of Fergus Falls, and to act as the Housing Agency to implement this program and WHEREAS the OTC HRA desires to engag the services of the FF BRA in providing the necessary administrative services in connection with carrying out the program and WHEREAS the FF HRA is experienced and capable of administering the Housing Rehabilitation Program and has the necessary staff to impl ment the program. OW THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows : l . cope of ervices: The FF HRA shall furnish the following services in connection with the Otter Tail County Owner Occupied Rehabilitation Loan Program, and the Otter Tail County Rental Rehab Loan Program. a) Outreach b) Application Processing c) Work Specifications d) Inspections e) File Close-outs 2. Time of Performance: This contract shall run for the period January 1, 2019 to December 3 L 2019. 3. Compensation: Compensation for the services of the FF I-IRA shall be in the form of fees for services and will be reimbursed out of the Otter Tail County Tax Levy Program, at the current hourly compensation rate, which includes all benefits. Also mileage will be reimbursed at the current rate allowed by the IRS. 4. Financial Records and Reports: The FF HRA will document and maintain all files with information as required by Otter Tail County. ATTE T: OTTERTAILCOUNTYHOU INGAND REDEVLOPME T AUTHORITY 11-28-2018 BY: _____________ _ Secretary Date ITS CHAIRPERSO 11-28-2018 ATTEST: FERGUS FALLS HOUSING D REDEVLOMENT AUTHORITY 11-14-2018 BY _____________ _ Secretary Date ITS CHAIRPERSO 11-14-2018 BY _____________ _ ITS EXECUTIVE DIRECTOR 11-14-2018 H:\Users\JEFF\OTC Tax Levy Con_Prof_Ser. 2018.doc. ,- ; 2019 CONTRACT FOR PROFESSIONAL SERVICES SECTION 8 VOUCHER PROGRAM THIS AGREEMENT, entered into as of this 14h day of November, 2018, between the Fergus Falls Housing & Redevelopment Authority (hereinafter referred to as FF HRA) and the Otter Tail County Housing & Redevelopment Authority (hereinafter referred to as the OTC HRA.) WITNESSETH: WHEREAS, the OTC HRA intends to undertake a program of subsidizing rent payments for low income families and for the elderly to assist them in obtaining decent, safe and sanitary housing; and WHEREAS, the OTC HRA has received funding from the United States Department 6f Housing and Urban Development (HUD) to undertake a HUD Section 8 Housing Choice Voucher Program, Master Annual Contributions Contract No. C-4080, Project No. MNl 77 to act as a Public Housing Agency to implement this program; and WHEREAS, The OTC HRA desires to engage the services of the FF HRA in providing the necessary administrative services in connection with carrying out the program; and WHEREAS, the FF HRA is experienced and capable of administering the Section 8 Housing Choice Voucher Program and has the necessary staff to implement the program; NOW THEREFORE in consideration of the mutual covenants and promises contained herein the parties agree as follows: 1. Scope of Services. The FF HRA shall furnish the following services in connection with the Section 8 Housing Choice Voucher Program: a) Application processing. b) Inspection of housing units. c) Administration of the Annual Contribution Contract d) On-going program processing and recertification. e) Re-inspection of housing units. All as more specifically set out in Section 4 below. 2. Time of Performances. The services to be purchased and furnished under this agreement shall commence on January 1, 2019 and shall be undertaken and completed in such sequence as to assure their expeditious completion in light of the purposes of the Contract; but in any event, all of the services required hereunder shall be continued through December 31, 2019, and shall be reviewed and approved on an annual basis, thereafter. The Contract may be extended upon mutual agreement between the OTC HRA and the FF HRA. This agreement may be terminated upon thirty (30) days written notice by the OTC HRA and also the FF HRA in the event program funding is not provided or is terminated by HUD. In addition, the OTC HRA and the FF HRA shall both have the right to terminate this agreement at any time for cause by submitting written notice of the termination to the other party by doing so at least ninety (90) days prior to the specified effective date of such termination. Termination for cause shall not occur unless arrangements satisfactory to HUD have been made for continued administration of the ACC Contract. Cancellation or termination of this agreement by either party shall not affect the rights of participating families within the county during the terms of their leases. In addition, the administrative fee will continue for services performed up to the date of contract termination on the basis set forth in Section 3 below. 3. Compensation. a) b) Compensation for the services of the FF HRA shall be in the form of the administrative fee allowed by HUD under the rules and regulations of the Section 8 Housing Choice Voucher Program -24 CFR Part 882. Said fee to be derived from the Annual Contributions Contract. Fee to change concurrently as HUD approves new administrative fee rate. Said administrative fee to be deducted from the Annual Contributions Contract under the terms of that contract as administered by the FF HRA. In the event the current administrative fee ( as explained above) is reduced by HUD or does not meet the required annual administrative expenses, the FF HRA will be reimbursed through the annual tax levy the OTC HRA levies throughout the County of Otter Tail. H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES -2019.doc 1 -r c) d) Toe OTC HRA Commissioners per diem and travel expenses shall not be credited to the administrative fee allowed by HUD under the rules and regulation of the Section 8 Housing ~hoice Voucher Program. These expenses will be paid out of the Otter Tail County Tax Levy The FF HRA will, to the best of its ability, operate the program within the administrative fee allowed by HUD - 4. Program Obligations of the FF HRA. Toe services to be performed by the FF HRA under this program shall be as follows: a) Application processing shall include, but not be limited to, assisting applicants to complete forms, checking and verifying applicants income to determine eligibility for participation in the program, determining appropriate dwelling size, gross rent and gross family contribution to the rental payments, explaining the rights and responsibilities in the program to successful families who have been issued vouchers and upon request of a participating family, assist in locating suitable units (in tlie county, excluding Fergus Falls) examining leases and forwarding leases and Housing Assistance Payments Contracts to owners for execution. The FF-HRA shall be responsible for the accuracy of information relating to an applicants program eligibility and verifications and application shall be made on forms provided by HUD. b) Inspection and re-inspection of units shall include an on-sight inspection and certification of the suitability of each housing unit prior to initial lease by a participating family and also the re-inspection of each inspection shall be sufficiently thorough and complete so as to insure decent, safe and sanitary housing for each participating family. Housing quality standards shall be as set forth in Title 24, Chapter VIII Part 882.109 of the HUD regulations and by applicable building codes. Reports of inspection and re-inspection shall be made on forms provided by HUD. c) Administration of the Annual Contributions Contract shall include all necessary actions in order to comply with the ACC including check writing authority for housing assistance payments to owners. d) On-going program processing shall include annual recertification of tenants and the maintenance of program files and records for monthly reports. maintaining contact with owners of rental units to 'encourage their participation in and undertaking of the program and maintaining lists of available rental units. e) Re-inspection of housing units shall be in compliance with terms of the Housing Assistance Payments Contract and rules and regulations of HUD. ±) Financial records. Toe FF HRA shall maintain a cash receipt and disbursement register to record operating receipts and expenditures and shall each quarter prepare and submit to the Housing Authority not later than the meeting day of the month following the period covered, a statement summarizing operating receipts and expenditures by account classification. Each such statement shall be supported by vouchers evidencing payments made and shall be signed and certified to be correct by the Executive Director. The FF HRA presently has a fee accountant who is contracted with to handle all accounting procedures for both the FF HRA and the OTC HRA. All payments whether expenses or HAP checks will be co-signed by the Executive Director of the FF HRA and the Chairman of OTC HRA. The FF HRA will administer the program in accordance with HUD promulgated rules and regulations and its adopted Admission and Occupancy Procedures approved by HUD. Toe FF HRA further agrees. to comply with the Otter Tail County area-wide affirmative marketing plan submitted as a part of the Section 8 application and approved by HUD. Both parties understand that the program is subject to the terms and conditions of the Master Contract between OTC HRA and.HUD and to HUD's current and future· rules and regulations and both parties agree to abide by the same and cooperate in compliance therewith. 5. Program Obligations of Otter Tail County HRA. Toe Otter Tail County HRA agrees to comply with all applicable rules and regulations of the Federal government and further agrees to take any action necessary to allow the FF HRA to continue to comply with necessary rules and regulations. 6. Reports. Toe FF HRA will document all files with information as required by HUD and such files will be available for inspection by the OTC HRA. In addition, the FF HRA stands ready to malce periodic reports to the OTC HRA at their request and at such time and place as they may designate. 'H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES -2019.doc 2 Compliance with Federal, tate, and Local Laws. The F HRA and the OTC FIR.A shall comply with all applicable laws, ordinances and codes of the federal state and local governm nts . vVITNE WHEREOF, the OTC HRA and FF HRA have executed this Agreem nt as of the dat first above written. ATTE T: 11 -28-2018 TA.RY D T ATTE T: 11 -14-2018 ""CR.ETA.RY DAT H:\Users\JEFFISECT 8 PROFE IO AL SERVICES -2019.doc 3 OTTER TAIL C RED VELOMP BY TYHOU G D T AUTHORITY ---------------- IT CHAIR.PE 11-28-2018 ER.GU FALL H U G RED V LOPME T AUTHORITY BY _______________ _ IT CHAlRPER 0 11-14-201 8 Jefferey Gaffaney, -Executive Director Otter Tail County HRA 1151 Friberg Avenue Fergus Falls, MN 56537 U.S. Department of Housing and Urban Development Minneapolis Field ·Office 212 Third Avenue Southli'5'!ite-'15f" E I VE D Minneapolis, Minnesota lfi~OZ:, \., www.hud.gov NOV 2 6 2018 FERGUS FALLS/ OTTER TAIL COl:JNTY HRA NOV 2 O 2018 SUBJECT: Otter Tail County HRA Post On-Site Visit/ Financial Substandard Dear Mr. Gaffaney: • On August 28th, 2018, Mark Wunderlich, Lucia Clausen, Robert Kosloski, ahd Laura Wright conducted an on-site visit to your agency. The purpose of the visit was to provide technical assistance, specifically in the areas of Public Housing Assessment System (PHAS) .substandard financial, voluntary program transfer, public housing disposition and Executiye Director hiring. During the visit, the following items were discussed and/or reviewed with you: • Public Housing Units The staff and board members were welcoming and attentive to your units and tenants. Your units appeared to be in good shape and your tenant files were organized. • PHAS Substandard Financial Proposed Recovery Plan The Otter Tail County Housing and Redevelopment Authority (HRA) Financial Assessment Subsystem (FASS) unaudited score for fiscal year end December 31, 2017 is a zero which resulted in a financial substan.dard status. A Take Action letter. was sent dated June 21, 2018 requiring a recovery plan. The Board's recovery plan was received on July 23, 2018. You anticipated a recovery with the audited financial data schedule because of an auditing vendor error. In addition, you outlined the following in your Recovery Plan: The HRA has increased revenue. Tenants have been informed of the requirement to report undisclosed income. The HRA has begun sending zero income questionnaires to zero income tenants on a monthly basis, rather than quarterly. You are enforcing lease and rent collection policies. You are charging the HUD maximum minimum rent of $50.00. The HRA has reduced expenses by reducing staff time, salaries, and benefits. You have used capital funding to install energy efficient appliances, furnaces, water heaters, air conditioners, windows and programmable thermostats. Additional PHA insurance procurement suggestions were made to the HRA. A contract period of up to five years may attract additional bidders, increasing competition and allowing the HRA to reduce insurance expenses. The HRA was "' ' -• "' advised to fully calculate re-occurrin'g gifts as income. Periodic and determinable allowances, such as alimony and child support payments, and regular contributions or gifts received from organizations or from persons not residing in the dwelling must be included as annual income. 24 CFR 5.609 (b )(7). For example, such gifts will include organizations or persons not residing iri the dwelling that are paying monthly bills such as a cell phone to or on behalf of the family. This may further assist in reducing excessive zero income tenants at your agency if tenants have not disclosed this income or if the agency is not including this income in rent calculations. Alternatively, temporary, nonrecurring, or sporadic income and gifts are not counted. 24 CFR 5.609 (c)(9). • PHAS Substandard Financial Action Plan Required Despite the Recovery Plan, The HRA's final fiscal year end December 31, 2017 audited score was published on October 13, 2018 and the HRA was still scored as Financial Substandard. Therefore, the HRA has not fully recovered from Financial Substandard and the HRA remains on the Operational Substandard list. Because the HRA has not corrected the deficiencies within 90 days of the designation, the HRA must develop an Action Plan. The Action Plan should include actions to be taken by the HRA to perform above substandard financial, specific scoring goals, and timelines of these actions. The Action Plan is a negotiated agreement between HUD and the HRA. The HRA must submit a Board approved Action Plan with a copy of the Board resolution approving the Action Plan to HUD within 60 days of the date of this letter. • Executive Director Hiring The Otter Tail County Board appear to be well prepared to hire a new Executive Director. You anticipate a smooth transition when Mr. Gaffaney retires near the end of 2018. The Otter Tail County Board has informed HUD staff that the position will be well advertised, and an array of experienced applicants will be accepted. • Voluntary Program Transfer The option of a voluntary public housing transfer to Fergus Falls per PIH Notice 2014-24 and a voluntary Housing Choice Voucher (Section 8) transfer to Otter Tail County was .discussed per PIH Notice 2015-22. Voluntary consolidations and transfers, full or partial, of public housing programs occur as required by state law or local ordinance, at the request of a PHA or its enabling jurisdiction. In some cases, states or localities, which control PHAs, determine to reorganize the PHAs within their jurisdictions or to redistribute the resources that the PHAs administer. To the maxiroum extent possible, receiving and consolidated PHAs must ensure that . cooperation agreements with the divesting PHAs' enabling jurisdictions are negotiated and executed by the effective date of the transfer or consolidation. A full transfer of a single HRA's public housing and HCV program would close out the HRA and the.BRA Board. A partial transfer, whether only HCV or public housing from a single HRA allows·the HRA and the HRA Board to continue to operate. A voluntary transfer may strengthen Otter Tail County HRA's PHAS financial score ' ' • • and reduce costs. The choice to pursue a voluntary transfer may be made by the HRA Board . . • Public Housing Disposition The option of disposition of 13 public housing properties and associated requirements from PIH Notice 2018-4 was discussed. We encourage the Board to continue to review this notice and its options-for your PHA, and future planning for the PHA. • Admission Preferences Preferences may include living, working or being hired to work in the PHA's jurisdiction 24 CFR 960.206. The PHA may adopt a preference for admission of working families (families where the head, spouse, or sole member, is employed). However, an applicant must be given the benefit of the working family preference if the head and spouse, or sole member is age 62 or older, or is a person with disabilities. In addition to the items discussed with you above, we found one area of concern and one finding where the HRA is not in compliance with HUD regulations. We ask that you share this information with the HRA Board and staff. ) Concerns • Concern 1: During our visit, you provided a copy of the management contract between Otter Tail County and Fergus Falls HRA. This contract is insufficient and does not address all required elements. The management contract does not address performance parameters. The contract does not have a breakdown of per unit month (PUM) costs. The contract does not address specifics of management for the Public Housing program portion and the Housing Choice Voucher program. Findings o Recommendation: The management contract language must be updated. Performance agreements must be outlined. The PUM schedule must be included. The contract cost must be reasonable and in compliance with your procurement policy. • Finding 1: The.HRA has a fee accounting contract that has exceeded a total of five years. Contracts, ·other than energy performance contracts (EPC), with terms (including extensions) that exceed a total of five years (including options for renewal or extension) are viewed by HUD as restrictive of fair· and open competition. o Regulatory citation: 2 CPR 200.319(a) o Corrective action: The HRA must review all current non-EPC contracts to ensure no contracts exceed five years. The HRA must take actions to competitively re-procure the accounting contract. To correct this finding, provide evidence to our office that the HRA reviewed and has re-procured all contracts exceeding five years, including the HRA's fee accounting contract. Thank you and your staff for your cooperation and participation in our review. The HRA will .,, . ... • need to review the concern with a recommendation for improvement and .the finding which will require a corrective action. Within 60 days of this report, please respond to the concern, finding and respond with your Board approved Action Plan. H you have any questions, please contact Mark Wunderlich at (612) 370-3268 or by email at Mark.e. wunderlich@hud.gov. ·-' Cc: Scott Rocholl, Board Chairperson Otter Tail County HRA 115_1 Friberg A venue Fergus Falls, MN 56537 Robert Bigwood, Vice Chairperson Otter Tail County HRA 110 ·North Mill Fergus Falls, MN 56537 Lucia M. C ausen Director, Office of Public Housing -.. Fergus Falls/Otter TaH County HRA • Housing & Redevelopment Authority July 19, 2018 Lucia •Clausen, Director of Public Housing Minneapolis Field Office 213 3rd Avenue -South, Suite 150 Minneapolis, MN. 55401 ----····-..................... . H_RAOffice 1151 Friberg Ave Fergus Falls MN 56537 218°7~9-3249 Fax 218-736-4706 ffhra@prteLcom www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 RE: Otter Tail. County HRA's Substandard Designation Recovery Plan for FYE 12/31/17. Lucia, This is in response to your letter dated June 21, 2_Q18 and received in our office on June 25, 2018 regarding the Otter Tail County HRA being designated financially substandard based ori our unaudited financials submitted in REACfor the period 12-31-2017. During this year's actual financial audit which was conducted on site during late May of this year it was discovered that an accounting error occurred regarc:Jing bad debt that actually had been written off by the HRA Board at its December 2017 meeting and not recorded. Thus the entry was not reflected in the unaudited financials that were submitted to REACjn February of this year. Had this entry been made correctly I am positive We wpuld not have gotten O points under the financial section of the Public Housing Assessment System (PHAS) and thus not been given the substandard·designation. This. will be corrected in the audited submission and h9pefully we will be rescored accordingly in PHAS taking us out of the substandard designation. Having stated this following are some of the current actions we have or are taking to help remedy our financial situation: =·--=--=··=--===····=-=-=·-==··=-:a.::·'·-=··== Providing Housing Opportunities ============= 1 ' i 1. 2. 3. 4. 5. 6. We are now sending monthly zero income letters to tenants stating they have to disclose any and all sources of income. We are enforcing all lease and rent collection policies. We are charging the maximum minimum rent allowed by HUD ($50.00). We are using local tax levy funds to supplement the current operating shortfalls. We have reduced staff time, salaries/benefits to the bare minimum. Utilities are tenant paid but we encourage tenants to conserve energy in every way possible. We have used past capital funding to install energy efficient appliances, furnaces, water heaters, air conditioners, windows, and programmable thermostats, ect. • 7. We bid our property insurance annually and generally get at least two bids but the fact is most insurance companies simply will not bid any type of subsidized housing units anymore. 8. We have one fleet vehicle and the charge is minimal to the Otter Tail County Public Housing Program. Also keep in mind some of our units are more than 60-miles (one way) away from our office making routine maintenance and emergency calls very expensive. 9. We have had preliminary discussions with the HRA Board regarding possibly selling some or all of the units outright but would assume a new owner would convert these to market rate rentals which goes entirely·against our mission. 10. Discussion has also been had regarding adding the 13 County public housing units to the Fergus Falls HRA's 68 public housing units which would help spread the expenses over more units. This would take some time and political maneuvering to accomplish however. 11. Request permission from HUD to allow us to place more than 20% ($4,000) of our Capital Funds into operations. Possibly 50% -80% for a two year period which would help our overall financial condition tremendously. Our units are currently in excellent condition so pushing some capital fund work items back would not be a detriment to the units. As I have stated our very small 13 unit program relies heavily on the rents we collect along with the HUD operating subsidy. According to our policies we have to take prospective tenants off our waiting list according to date and time of application received. Recently we have found ourselves in a situation where we have tenants that have very little or no income and we are sending them a monthly utility reimbursement payment (URP) which decreases·ourmonthly rental income substantiality. In conclusion we have had numerous correspondences with our HUD reps Mark Wunderlich and Robert Kosloski regarding our current financia I designation. I feel we have made some very positive strides and would hope along with the above recommended actions our financial situation will have a much more positive outcome. Also, I would hope the proposed recovery plan be given favorable consideration by HU D's Recovery Team and we can move forward in continuing to provide decent, safe, sanitary housing for low income families in Otter Tail County. Sincerely, Jeffrey Gaffaney, Executive Director Otter Tail County HRA cc: Ma_rk Wunderlich -HUD Rep. Scott Rocholl -HRA Board Chairperson Robert Bigwood -HRA Vice-Chairperson Robert Maki -HRA Secretary David Johnson -HRA Board Member Carl Lunderkamp -HRA Board Member Program Applications OTC Tax Levy -Homeowner (2018) Only TL Projects 30 Leveraged w/ SCDP Projects 8 TOTAL2018 38 OTC Tax Levy -Rental (2018) 14* Down Payment Assistance 6 SCDP: Henning Homeowner Rehab 66 SCDP: Henning Rental Rehab 10 SCDP: Henning Commercial Rehab 9 SCDP: Dalton Homeowner Rehab 40 SCDP: Dalton Rent Rehab 2 Otter Tail County HRA Rehabilitation Projects Update November 1, 2018 Approved Denied Inspected 5 10 5 8 ·0 8 13 10 13 10 0 13 3 0 15 5 14 3 4 6 7 0 7 5 5 5 1 0 2 *3 applications have been received but have been placed on hold until 2019 funding I ,,. Proceed Issued Complete 5 4 8 5 13 9 6 1 2 12 9 2 1 3 2 5 3 1 0 ~ -- - - - f ., ,{~ Jan-18 Feb-18 Mar-18 ~--18 Mav-18 Jun-18 Ju~18 Auo-18 Sei>-18 Oct-18 Nov-18 "--18 Tota( I • Jan-19 Feb-19 Mar-19 Acr-19 Mav-19 Jun-19 Ju~19 Aue>-19 Seo-19 Oct-19 Nov-19 Oeo-19 Total 10 9 8 --"' ., 7 0 C 6 "' ::, 5 "' !!! 4 3 ' 2 1 MN177 HCV Leasing and Spending Projection UMAs ActualUMLs 140 118 140 116 140 114 140 112 140 116 140 121 140 117 140 116 140 116 140 112 140 112 140 1,680 1 270 140 140 .-' 140 140 140 140 -140 140 - 140 140 - 140 140 1680 0 • . -- I I Actual HAP $40967 $42 468 $41 654 $41100 $42 777 $43 337 $41 571 $41 333 $40 377 $38 622 $39 013 $453,219 = - = ~ - $0 Vouchers Issued/Projected Tn RA•••"•" 0 0 6 44 = -= 0 Other Planned Additions/ Co,..,M,MO 0 "' -- ~ -= 0 Issuing/New Leasing/UML Trend ------- New Leasing from Issued \/a.,,h•= 1 1 0 0 0 0 0 0 0 0 0 0 0 0 1 ---- Esfanated Attrition -2.2 -2.2 -2.2 -2.2 -2.1 -2.1 -2.0 -2.0 -2.0 -1.9 -1.9 -1.9 -1.8 -1.8 -23.9 - -vouchers issued or projected to be issued Actual or Projected Units Leased -Projected New Leasing from Issued Vouchers UMLs: Actual/Projected 118 116 114 112 116 121 117 116 116 112 112 110 1 380 109 107 104 102 100 98 96 94 93 91 89 87 1171 140 120 l 100 C ;:: -80 r (/) 60 40 20 0 - HAP: PUC: Cumulative % Cumulative% MonthlyABA Actual/Projected Actual/Projected Manual PUC Ovenide Annual Leased Eligibility Monthly UML % c,aaaA•" Expended% $40967 $42 468 $41 654 $41100 $42 777 $43337 $41 571 $41 333 $40 377 $38622 $39 013 $38 484 $491 703 $37 846 $37131 S36 388 $35 661 $34 948 $34 249 $33 564 $32,892 $32 234 $31 590 $30 958 $30339 $407,800 n. < :x: '0 C "' < al < >, :c i: 0 :::;; $50,000 $45,000 $347 $366 $365 $367 $369 $358 $355 $356 $348 $345 $346 $348 $356 $346 $348 $348 $348 $348 $348 $348 $348 $348 $348 $348 $348 $348 ::,- ~.:...:r '' 84.3% 102.9% 64.3% 102.9% 83.6% 104.8% 82.9% 106.7% 82.9% 104.7% 81.4% 104.6% 82.1% 104 3% 80.0% 103.2% 82.3% 1050% 82.9% 107.4% 830% 1056% 66.4% 108.8% 83.1% 105.4% 83.6% 104.4% 83.0% 105.2% 82.9% 103.8% 83.0% 104.8% 82.9% 101.4% 82.7% 104 0% 80.0% 97.0% 82.5% 103.5% 800% 98.0% 82 2% 102.9% 78.9% 96.6% 82.2% 102.9% 77.6% 92.4% 77.6% 92.4% 76.9% 91.5% 76.1% 90.6% 76.1% 906% 74.6% 88.8% 75.4% 89.7% 73.1% 87.0% 74.6% 88.8% 71.7% 85.3% 73.9% 87.9% 70.2% 83.6% 73.2% 87 1% 688% 81.9% 72.5% 662% 67.4% 80.3% 71.8% 854% 66.1% 78.7% 711% 84.6% 64.8% 77.1% 70.4% 83.7% 63.5% 75.6% 69.7% 82.9% 62.2% 74.0% 69.7% 829% Spending v. Funding $40,000 ===========::_;::;:=============== $35,000 $30,000 525.000 $20,000 $15,000 $10,000 S5,000 $0 ,,_'b ~ .,_'b ..._'b ...,'b .... ~ ,1o ,1o ,'h ...,ro ,,_'b ,,_'b ,,_o,, ..._o,, .... ~ ...,Q, ,,_o,, ..._t.b ... ~ "o,, .... ~ .._C¼ i.r..~ .._o,, .-;.,9,'",/•~,t,,"~$~,1',;;,<J-:,,..._<:r,~,1',/1,~-<-~.-;.'"':-v,1'-<-,<P''V,{',~,1'~,<:r,"'-},$,;;,<P',.,,1'~,,P~,9,~,~ ..... ~,v.,!~ Estimated or Actual HAP -Monthly ABA and Combined HAP Reserves -Monthly ABA FINANCIAL -Beginning Year: Cash & Investments (VMS) of $46,270 compares to RNP (VMS) of $4,041. Current: Note negative UNP of S-410,000. VMS Cash & Investments of $40,042 compares to VMS RNP plus UNP of S-3,458. •;'}kid@I l HI.JO Page2 i1/2712018 • , PHA Name Otter I•O Countv HRA PHA Numb<>r MN177 ACC/Funding Information Current Year Yeer2 Year3 (2018) (2019) (2020) Beginning ACC 140 Vouchers 140 140 Current Year Yeer2 Year3 (2018) (2019) (2020) ~ Elmlng_ $477,829 $491,703 $407,800 illllilfllUl Offset of HAP $0 Reserves so so Set Aside so Funding New ACC Units $0 Funding $0 $0 Total ASA Funding $477,829 $491,703 $407,800 Provided PHAlncome $559 $0 Total Cash- Supported Prior $23,955 Year-End $10,640 $94.543 Reserves L MN177 HCV Leasing and Spending Projection Utll zat on Re ort: Funding ProratlonJOffset Year2 (2019) 1000% Rebenctimark Year 3 (2020) 1000% RebendVnark Year 2 (2019) % 'Excess· 00% ReservesOffse HUD-Held Reconclllatlon Cash Sufficiency Check HUD-established CYE HHR (Recon Wne 19) HUD-es11maled Ne! Excess Cash (Recon Line 19) HUD-- Reconciled LowerofH17fl17 (May Ovemde) HUDv PHA dtflerence: (S4,081 00) or 09% of Eligibtft $23,995 ($40) $46,270 $23,955 $70,265 $23,955 $4,041 <-VM RNP EOYExcess em ■ Access Add1tlon1I Tools t Program Projection Variables success Rate 20% Time from ls.suance to HAP Effective Dato (Current: 2.2 months) % leased in 30 days % leased in 30 to 60 days % leased In 80 to 90days % leased In 90 to 120 days % leased In 120 to 150 days 12.31.2017 Reconciliation HUD-established CYEHHR (Recon Une I 9) PHA-Held Cash 12/31'2017 (VMS) UD-Reconciled (Cash Capped) Lower of H171!17 May OVerrtde} Page 1 25% 40% 25 10% 0% Annual Turnover Rate 24.0% PIC EOP % as of 6130'2018 (30 EOPs) 2586% t- f Admlnlstrativo Fees Analysis <= 7,200 UMI.$ > 7.200 UMLs ( o Prora ·on) (No Prorat10n) $59.95 $55.95 Leasing and Spending Outcomes: Current and Following Year Projections UML % olACC 822% 69.7% (UMA) HAP Exp as% 97.9% 81.2% All Funds HAP E•p as% of 102.9% 82.9% Ehgibihty only Projected' 12/31 Total HAP $10,640 $94,543 Reserves HAP Reserves as" of ASA 22% 19.2% (Starl. 509') "Excess" Reserves $0 $35,539 Subject To Offset ♦tii•i:§jf Adm1n Fees Eamed (PY $62,798 $53,115 $59,722) Expense $157,818 $149,892 Ex e % 251.3% 282.2% 11/21/2018 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER & NOVEMBER, 2018 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/ Absorbed Ports Out/End Participation End Participation Shop Mode/ARS New Admissions Waiting List/To Date Vouchers Issued/Current Applications 1/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI %/To Date 13 7 0 0 0 0 0 7 2 (P/0 Pending) 5 194. 6 9 0 3 1 /$11 08 (both) 0 2 73% Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority_ RENT INCREASES If you are interested in requesting a rent increase, Please read the following carefully: 1. The PHA will consider a rent increase request under the following Criteria: • Where the gross rents are a reasonable rent for the area. • Increases will typically be capped at 3% of the contract rent. • Only one increase request is allowed per twelve months. 2. The PHA must receive the written request from the owner for a rent increase at least 60 days before the change is to be effective. 3. All changes in rent are subject to rent reasonableness requirements, PHA approval, and available funding. Please note: The current Section 8 Payment Standards/Utility Chart are located on our website at: fergusfallshra.com 1151 Friberg Avenue, Fergus Falls, MN 56~37 ffhra@prtel.com I Phone: 218-739-3249 I Fax: 218"736-4706 Users: Forms/Section 8 Rent Increase .., OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units October 2018 Rents Payable $2,3 94.00 Rents Collected $2,068.00 Late Fees Charged $ 49.00 Late Fees Collected $ 49.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2 Bedroom 33 3 Bedroom 21 4 Bedroom 9 nits owned by OTC HR.A 3 Bedroom Rambler 1-NY Mills, I-Henning 3 Bedroom Duplex 1-Mill 1-Henning, I-Underwood, l-Pelican 4 Bedroom 1-NY Mills, 1-Henning, 1-Unde,wood H:\Users\Pam\Board Reports\OT County • Board Report.doc OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units November 2018 Rents Payabl $_.?/ ,74.00 Rents Collected $ 2,733.00 Late Fees Charged $ 34.00 Late Fees Collected $ 34 .00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2 Bedroom 32 3 Bedroom 24 4 Bedroom 7 Unit owned by OTC HRA 3 Bedroom Rambler l -NY Mills, I-Henning 3 Bedroom Duplex 1-Y Mill , I-Henning, ]-Underwood, ]-Pelican 4 Bedroom 1-NY Mills, I-Henning I-Underwood 201,11 MCPP Ui•c• R•pon. 1.16.2018 • 11.J0.2018 (Applles tu Start Up Procnm loaruOrdy) --lu>a'1urrtN•ll'ta ._.,,. , . .-Cll>f'l'tr.iln .. .i A-••-' 'Uw o,Tnl A!Wr1 tu/f1Hflorn Co. S23 20400 " 1911571.00 MET Aluandri:t l32 290.00 , 1!11771.00 MET ~.- S 965,985.00 "' $63'°6632.00 MIT I 1A7,964.00 .. S4,22-4l9a.OO MIT mm.OD n $1 067 >M,.00 MfT s 100,000.00 . S30t JIJ.00 MET C1n1er 1121 784.00 40 741-4159.00 MO Chloo-1 100000.00 ' MET Chrla•o s 93',UJ,00 " MET On s 107"'-071.a:J " MET "'' s 210,48'.00 13 MET CrowW~1 s 2 095,141.00 11 MET Gr1nt ' 100000.00 l MfT HHclwltaf"I IIHtollal Oft'. Coftwnksl()n I AS3 611 00 11 MET H.n11t. ll.991 313.00 '" MIT l(and..,.,,., /2f:..917.00 ,. MET Mcleod 613,501,00 20 Mn Mowtr G70 637,00 6l Mn NorthM~nbno 236,362.00 . Mn HWMN.Mull:Ko HRA s 1.a-=• 07000 IS Mn o .. •d•!.. 478,0115.00 "' Mn Ofmi;t~ 16111)1.00 101 MET 01.,,.,.r.11 I 10 MIT Ow110 ll•lf CouMV tS MfT • "' MIT Rid Win s I MIT ... " " MET Stolt s .. Mn SE MN Mu'ttl-to. HAA s 13 Mff SIMtrbiim.1. ' S3 MET S.in10oud " 11s2 Jfil.oo 12 Mn 51in1loui:S ' • " MET Sttffnl s 10 MH SWkt•1nn1'11),r,,,Com~ ' " S240711JS.OO Mn Swift 3 Sl9'i 3"27.00 MO W.tshtnril)n 3 8S3 373.00 .. $17 963 4'~.00 Mn Wlno111 s 410192.00 ,. 2741 311.1)0 MET Wrl•ht s 2,268,961.00 ,0 1G.l61S9A.OO MET To1al1-Sfo.ma,llS.OO 2.00I $:UtlU Sf.l4 ~P.w1idpa11u mv,,1 uH It ~ot SO,C. flf<hff 1Jlourion tiv tht end ol th• procr•my,~r !rt «de• ,o p~r1[dp111 MJ:t v1ar. "'Not Mtf'P Ell11blt. Borrow•r ln~mt h ,bovt 10% ol A1t1 Mtdlari lncom<1, •• AJdtllonal Start Up Lotn, -.. , .... lo••• "om,.,rt1• ., ovn1 ,..... . 191 lM.OO "" 0 1061" ""' 21 OBGOli.00 ,.... • s ~'"""" ""' " "'" s 435" 11 25119111.00 '°"' 0 10441" )) l 1Sttos.oo """ 1 s l 1St 2lA.OO 77S" l 13J 000.00 ""' ' 1'1951.00 "" 1 I 100 000.00 ""' s s '7S 747.00 "'" .. 21570.115.00 ""' ' 91191'5.00 lU" s s ?91 520.00 ""' "' 7)'4U4.00 ,.,,. s ... ' 361.016.00 -· I I '85 0941.00 631% "s 401,t !al.00 .. ,. ' s usu,.oo '"" I 155.200.00 '"" ,, I 103 060.00 435" ' II ""' • ""' " 141-,.; ' "'" 11 S ..,,. ' 1U213'.00 ""' 12 S 19Xl 6.U.00 "'~ s ""' . Of'-14900 "'" , •• .... " s '"" ' s ""' "s "'" "' l ror lnfat"fflatlonal P\ifllO"' Only S!o,pUp loan1 Joi.al Loan Mtlvlty 011Wnplfn\•nt •nd OoJ.ln1 Con Loara ~ -..a.i!JJ.al. ~ ·-co-... h;t«Afflaunl ,.-Comlflltt...t -Mon,._• o•,_ "'· ' s 60S.3'5.00 ., $2 6LO !Ol.01 '""" s 116600.00 "" ' 19277Ln: "''"'' 11500.00 " s 17 S01,04S.OO 512 $102 U.1,2UOI ... s A 6S2,100.00 "' l 114,61000 . <J.9)2 651. .. )Oqm.oo 3 S 4116SS.OO ,. SI '80,951 '""" s 111.00.00 1 ' 101 01S.OO s AOl 211 ""' s 9,700.00 " 3 ~0990.00 " S13 407 830 '"' 584 300.00 s ' 50 216. "" s 92400.00 " s l6ol7 3'S.OO " 514691..1 ""s .. ~JOO.OO 's 1.1nu4.00 ,. $6 22i;.ci.,. "" 2n400.oo l S SJ.000.00 1S 1141194. "" 104 900.00 's l.95 66S 00 IS Sl 990,3SS ""'" !OlA00.00 l 61100.00 3 '""' JS.700.00 1 S U747400 " 1S " 101 S 2119S !MiOO "' ,,g .. s 5.105.200.00 1 S 11965000 27 '"' s IJ.000.00 ' s 1 022.s1e.oo " -4 163,2 2. "" 214 ,00.00 ts ' 113 sss.oo 15 ll. S70.807.0DI ,_, '35100.00 '" 339 524.00 ' 911CQlnm 1 s 40ti00.00 3 S 389117.00 " II ... s 12S 100.00 ' s l !tU 071.00 " lo.»6 $' 509 600.00 19 II "' "" ii ' s ,. ... s ' s ti .. s "s 19S Sl7966,,nn ..,. 1' l) 51743479.01 l s 6 lll0.575.00 ., 7 S91 872.00 '"""' ,nooo.oo 25 S S811 ~S300 1) 52J 111946.00 '"' ' 1003.000.00 . ' lHS,011.00 4.s.Jl.995.01 ,,. ' 124 JI00.00 " S.l71.2I0.00 .. ~JJ 331 «»n ""'" s .01100.00 11 S J.4.3.6,673.00 100 I '"""' 769 400.00 l8 ' 2,021,l19.00 '" "" 739 000.00 1 S 136 262.0U 11 "' 4 S wi.tSS.00 33 ... ~ s 5 43 ' !:l.l'J0:999,00 , .. ,.,. ' 334.650.00 ,. ,_ " s 5 41J,799.00 "' ... s 121'000.00 so, l 101,oso,,21.oo U71 $ ,1,i: s U,tn,OOO.oo Payable 2019 Otter Tail County Housing and Redevelopment Special Taxing District Gross and Net Property Tax Levy Resolution Otter Tail County Resolution No. 2018 - ' The following resolution was offered by Commissioner , who moved for the authorization of the Otter Tail County Housing and Redevelopment Special Taxing District 2018 Gross and Net Property Tax Levy: WHEREAS, the Otter Tail County Housing and Redevelopment Authority is a special taxing district under the provisions of Minnesota Statute Chapter 469, and WHEREAS, the Otter Tail County Housing and Redevelopment Authority had requested a Payable 2019 Gross and Net Property Tax Levy of$1,083,600, and WHEREAS, the Otter Tail County Board of Commissioners on Tuesday, September 25, 2018, adopted for the Otter Tail County Housing and Redevelopment Authority a proposed Gross/Net Property Tax Levy for Payable Year 2019 in the a\nount of $1,083,600, and WHEREAS, the Otter Tail County Board of Commissioners recognizes the requirement to adopt the special taxing district's Payable 2019 Gross and Net Property Tax Levy no later than Friday, December 28, 2018, and the Otter Tail County Board of Commissioners is required to certify Otter Tail County Housing and Redevelopment Authority's final Payable 2019 Gross and Net Property Tax Levy to the County Auditor-Treasurer's office on or before Friday, December 28, 2018. NOW, THEREFORE, BE IT RESOLVED, that the Otter Tail County Board of Comniissioners, after consideration, discussion and consultation with the Otter Tail County Budget Committee, the Otter Tail County HRA Board and the Economic Development Committee, hereby authorizes/adopts a final Payable 2019 Gross and Net Property Tax Levy of$1,083,600 for the purpose of funding traditional housing and redevelopment programs, enhance housing and redevelopment programs, economic development and community development programs. NOW, THEREFORE, BE IT FUTHER RESOLVED, that the Otter Tail County Board of Commissioners hereby certifies the same to the County Auditor-Treasurer's office to be spread against the taxable net tax capacity of the taxable property of the Otter Tail County Housing and Redevelopment Authority and/or to be spread against the taxable net tax capacity of the taxable property of Otter Tail County. The resolution was seconded by Commissioner Commjssioners voting as follows: Commissioner Doug Huebsch Wayne D. Johnson John Lindqnist Betty Murphy Lee Rogness and carried, with the members of the Otter Tail County Board of Against Adopted at Fergus Falls, Minnesota this 18th day of December 2018. Dated: OTTERTAIL COUNTY BOARD OF COMMISSIONERS ----------- By: ----------------- Wayne D. Johnson, County.Board Chair Attest: __________ _ John Dinsmore, Administrator Otter Tail County HRA Rehabilitation Projects Update December 1, 2018 Proceed Program Applications Approved Denied Inspected Issued Complete OTC Tax Levy -Homeowner {2018) Only TL Projects 30 5 10 5 5 Leveraged w/ SCDP Projects 8 8 0 8 8 TOTAL2018 38 13 10 13 13 OTC Tax Levy -Rental (2018) 14* 10 0 13 7 Down Payment Assistance 6 3 0 SCDP: Henning Homeowner Rehab 66 15 5 15 12 SCDP: Henning Rental Rehab 10 3 4 6 2 SCDP: Henning Commercial Rehab 9 7 0 7 3 SCDP: Dalton Homeowner Rehab 40 8 5 8 5 SCDP : Dalton Rent Rehab 2 2 0 2 1 SCDP -Preliminary Proposals Fergus Falls Preliminary Application submitted • ~--S-0:, ~··'( MHFA Deferred Loans -2018 27 2 12 2 0 *3 applications have been received but have been placed on hold until 2019 funding ' 3 5 8 3 3 9 1 2 4 1 -. 0 -- 0 - MN177 HCV Leasing and Spending Projection Vouchers Other Planned New Leasing Estimated ' UMAs Actuel UMLs Actual HAP UMLs· HAP; PUC: Manual PUC Cumulative% CumulaUve %· MonlhlyABA Eligibility Monthly UML % lssued/Proiected Additions/ from Issued Attrition 1-------!-------!------,!-.lll.Tn.12!1R•-''•=•"lllll.""-!-___Joru,J.A~, .. -~,.i!W •• l.......j....~"llll,l•'"!a]l""'•,a--.J....--'---.J....-----+----'--+----'------+------+------+--"=W.ll&--l-------!--'--------J ' Jan-18 140 ActuaVProjected ActuaVProjected ActuaVProjecled Override $40967 $347 Aonual Leased ~--···-· Expended% 1029% 118 $40967 5 Feb-18 140 116 $42 468 Mar-18 140 114 $41 654 9 •"'-18 140 112 $41100 Mav-18 140 116 S42 777 Jun-18 140 121 $43,337 0 Ju~18 140 117 $41.571 Aua-18 140 116 $41 333 Seo-18 140 116 $40 377 Ocl-18 140 112 $39,092 Nov-18 140 112 S39 013 =-ta 140 7T2' Total 1 680 1 382 $492 251 48 0 r.it11•~ Jan-19 140 Fel>-19 )40 = -'-~ Mar-19 140 .-.....-' ... Anr .. j9 140 = --' re -Mav-19 140 """= -= ;::, - Jun-19 140 = ~_.. r---...__.. Jul-19 140 --;~ """· 19 140 -''"--.....-~ 118 116 S42 468 114 $41 654 112 $41100 116 $42 777 121 S43 337 117 $41 571 116 $41 333 116 $40 377 112 $39 092 112 $39 013 112 $38 562 0 0.0 1,382 $492 251 1 -2.2 110 $38 032 0 -2.2 109 $37 381 0 -2.2 106 $36661 0 -2.1 104 $35 928 0 -2.1 102 $35 209 0 -2.0 100 S34 505 0 -2.0 98 S33 815 0 -2.0 96 $33 139 $366 $365 $367 $369 $358 $355 $356 $348 5349 $348 $344 $356 $344 S344 $344 $344 $344 $344 $344 $344 : 84.3% 83.6% 82.9% 82.1% 82.3% 83.0% 83.1% 83.0% 83.0% 82.7% 82.5% 82.3% 82.3% 78.9% 782% 77.5% 76.8% 76.0% ..... 75.3% 74.5% 738% 84.3% 102.9% 104.8% 82.9% 1067% 104.7% 81.4% 104.6% 104.3% 80.0% 103.2% 105.0% 829% 107.4% 105.6% 86.4% 108.8% 105.4% 83.6% 104 4% 105.2% 82.9% 103.8% 104.8% 82.9% 101.4% 104.1% 80.0% 98.2% 1036% 80.0% 98.0% 103.0% 80.0% 96.8% 103.0% 92.7% 78.9% 92.7% 91.9% 77.6% 91.1% 911% 761% 89.4% 90.2% 74.5% 87.6% 89.3% 73.0% 85.8% 88.5% 71 .6% 84.1%, 87.6% 70.2% 82.4% 86 7% 68,7% 80.8% Seo-19 140 Oct-19 140 ""T. ~--,:-. --= ;:----: :::, ~ -0 -1.9 = 0 -1.9 94 $32 476 92 $31 827 731% 85.9% 67.4% 792% 72.4% 85.1% 66.0% 776% ;:'--+---,~--f---==----+-----+--"7'"-=-='--f---'==---+---=---+---'-':'---f--~,;._--+---'E':""':=--+---S;:$;,.::4"'4--f-----.;--+--=--'-:"--+--::?".;,'--+---'=':7::'----'f--,=-"~--! Nov-19 DerAO "' ~ C "' :::, "' .!!! Total 10 9 8 7 6 5 4 3 2 1 0 140 140 1,680 0 ~" -- I I 0 -1.8 0 -1.8 $0 0 0 1 -24.3 Issuing/New Leasing/UML Trend -- ---- # ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~~✓??/✓~//?/~/~?~/~~//// -vouchers issued or projected to be issued Actual or Projected Units Leased -Projected New Leasing from Issued Vouchers 91 89 1,193 140 120 100 c l-+ 80 ~ I-+ (/) 60 rT 40 ~ 20 I 0 $31190 S30 566 $410 730 Q. ~ 'O C "' < co < >, :2 c 0 :;;; SS0,000 S4S,OOO $344 $344 $344 71 .7% 710% 71.0% Spending v. Funding 84.3% 64,7% 76.0% 834% 63.4% 74.5% 834% $40,000 ======-==·=======::::=============== $35,000 $30,000 $25,000 $20,000 $15,000 $10,000 $5.000 so -- FF~✓✓~~~F~FF#~~#~#~~###~ ~~~~~~~~~~~$~~~~~~~~~$~~ Estimated or Actual HAP -Monthly ASA and Combined HAP Reserves -Monthly ASA +c-----=-r:::=--Comm e Ms -i--===+ L -F +=== ==L _j__ + FINANCIAi. -Beginning Year: Cash & Investments (VMS) of $46,270 compares to RNP (VMS) of $4,041. Current: Note negative UNP of S-410,000. VMS Cash & Investments of S40,042 compares to VMS RNP plus UNP or $-3,458. ifrkMdil kUD Page 2 12/20/2018 PHA Name Beginning ACC Vouchers JnillilJla. Ell.llll.lna.. iDfiltlWl Offset or HAP Reserves Se A$tde Funding New ACC Units Funding TotalABA Funding Provided PHAlncome To1al Cash- Supported Pnor Year-End Reserves Total Funding Ava,lable Otter Tail County HRA ACC/Funding Information Current Year (2018) 140 Current Year (2018) $477,829 $0 so so $477,829 $559 $23,955 S502,343 Year2 (2019) 140 Year2 (2019) $492,251 so so $492,251 $0 $10,092 ,... $502,343 +---1-r- HUD PHA Number MN177 Year3 (2020) 140 Year3 (2020) $410,730 so $0 $410,730 $91 ,613 $502,343 MN177 HCV Leasing and Spending Projection Funding Proration/Offset Levels Year 2 (2019) 100.0% Rebenchmar1< Year 3 (2020) 1ooa,.. Ret>enchmar1< Year 2 (2019) o/o 'Excess' O,Oo/o Reserves Offset Year 3 (2020) % 'Excess' 0.0% Reserves Offset Year 1 (2018) 770% Utll zat on Re ort: WO• ear Acceaa Addrtlonal Tools --r Program Projection variables success Bate 20% Time from Issuance to HAP Effective Dato (Cum,nt: 2.2 months) o/o leased In 30 days % leased 1n 30 to 60 days % leased in 60 10 90 days % leased In 90 to 120 days 25% 40% 10% Annual Tumover Rate 24.0o/o PIC EOP % as of 6/3012018 (30 EOPs) 25.86% I -_l Leasing and Spending Outcomes: Current and Following Year Projections UMLo/oofACC 82.3% 71 .0% (UMA) HAP Exp as% 98.0% 818% All Funds HAP Exp as % of 103.0% 83.4% Elig1b1lrty only Projected 12/31 Total HAP $10,092 S91 ,613 Reserves HAP Reserves as" 0/ ABA 2 1" 18 6" (Stan 5°"/ Year2(2019) 77.0% %leased1n120 0o/o l _ f ~-~---~~l_o_1s_o_d•~y-s L------'~ - "Excess" Reserves $0 $32,543 Subject To Offset HUD-Held Reconclllatlon Cash Sufficiency Check HU[).establlshed CYE HHR $23.995 (Recon Line 19) HUO-esomated Net Excess Cash ($40) $46,270 (Recon Line 19) HUD-$23,955 $70,265 Reconciled Lower of H17ll17 $23,955 {May Override) HUDv PHA difference· ($4,081 00) oc 0.9% or Elig1bfltt $4,041 <-VMS E RNP 12.31.2017 Reconciliation HUD-established CYEHHR {Recon Line 19) PHA-Held Gash 12131/2017 (VMS) HUD-Reconciled (Cash Capped) Lower otH17/l17 {May Ovemde) Page 1 Admlnlstratlvo Fees Analysis <= 7200UM~ (No Prora on) $59.95 > 7,200UMLs ( o Proraoon) 555 95 N·tti·tiiiil Admln Fees Eamed(PY· $59,722) Expense $62,868 S54,140 $157,818 $149,892 Ex ns % 251 .0o/o 276.9% ~0:;:r:;~031t~a:~~~~ !1~~~ peer 8aHd on the mot; reoent. ofrictal (end ol r11ea1 year) UNP, group of $47,34 (a difference of 57.5%) MN1n ha• P,OJecie<:f 2018 CIJendar Year-End (CYE) UNP of and rt, state peer gro11p (of atl PHAa In the {$4$9.0&4) (or .J'J/J 2% ol CY 2018 Earned Adm1n FN&) and• sta,e) of S55 13 (a d:tfeience of 50 4%) :,c;~ of (SS5"4,8315) (or -1024 ~ at CY 20'19 EttN<I 12/20120 8 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM NOVEMBER, 2018 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/ Absorbed Ports-Out/Billed Ports-Out/ Absorbed Ports Out/End Participation End Participation Shop Mode/AAS New Admissions Waiting List/To Date Vouchers Issued/Current Applications 1/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI %/To Date 8 3 0 0 1 0 0 4 / 1 (P/O Pending) / 4 ~ 6 8 0 2 - 2/$1331 / 0 0 74% .,,,,,,,--- OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units October 2018 Rents Payable $2,394.00 Rents Collected $2,068.00 Late Fees Charged $ 49.00 Late Fees Collected $ 49.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2 Bedroom 33 3 Bedroom 21 4.Bedroom 9 Units owned by OTC BRA 3 Bedroom Rambler 1 ~NY Mills, I-Henning 3 Bedroom Duplex 1-NY Mills, I-Henning, _I-Underwood, 1-Pelic~n 4Bedroom 1-NY Mills, I-Henning, I-Underwood OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units November 2018 Rents Payable $ 2,3p.oo Rents Collected $ 2,491.00 Late Fees Charged $ 34.00 Late Fees Collected $ 34.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% -lease·tennination for unit in Pelican Rapids for non-payment of rent effective 1-1-19 Waiting List 2Bedroom 32 3 Bedroom 24 4-Bedroom . 7 Units owned by OTC HRA 3 Bedroom Rambler 1-NY Mills, I-Henning 3 Bedroom Duplex 1-NY Mills, I-Henning, I-Underwood, }.,Pelican 4Bedroom 1-NY Mills, !-Henning, 1.:underwood C:\Users\J eff.HRA \AppData\Local\Microsoft\ Windows\Temporary Internet Files\Content0utlook\QUZ21Z 14\0T County -Board Report.doc HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 .............. 0"P0AfUt,lltV 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 Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJ T: ENC LO URE: MEMO Board of Directors Otter Ta il Co unty HRA Mi kel. B. 01 on, Executi ve Director/Reha b Spec iali t December 13, 20 18 Meeting to be held Wednesdav, December 20, 2018 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Minu tes of the ovem ber 28, 201 8 Special Meetin g / AGENDA <,c hairperson -Ca ll Meeti ng to Order ~ ~ _,,Kpproval of Minute t(~ + > 13(' Ex~ti ve Director/Rehab Spec iali st -Mikel B. Ol son ,✓.' .fad rnini strative Expenses -November 201 8 tit" }r(ve tment Li ting e'.""EOA/H~ f:Jptth in Taxation / Y.F in al Levy Decision Pl. Ta Forf<;i,t-Prop rties .( ,,..-2·16 W. owell / fl': 209 Lak Avenue £'.' ...:i;:ax Levy Upd ate Ii(' ..;-ax Levy Rental Upd ate cY. SG DP Update -All Cities HFA Update ng Administrator -Mary Jo Schwarz ,K.~tt Tail County ection 8 Update V HoJ ng Manager -Pam Minten . Public Housing Program Upda te PLEASE CALL IF YOU ARE UNABLE TO ATTEND! The Otter Tail County HRA Board of Commissioners met for a special meeting on, November 28, 2018 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537. MEMBERS PRESENT Robert Bigwood, Vice-Chairpe~son Robert Maki, Secr~tary _ .. Dave Johnson Scott Rocholl, Chairperson Carl Linderkamp OTHERS PRESENT Jeffrey Gaffaney Kel!i _Drayto_n Mary Jo Schwarz Mikel Olson Pam Minten Kim Sheer Scott Rocholl, Chairperson then called the special meeting to order. ABSENT A motion was made and seconded with all ayes to approve the minutes from the regular October 18, 2018 meeting. Ml Robert Bigwood S/ Dave Johnson A motion was made and seconded with all ayes to approve the minutes from the special meeting held on October 16,2018 at Lakes Country Coop. Ml Robert Bigwood S/ Dave Johnson Due to a scheduled conference call at 10:10am with HRA's legal counsel, Martha Ingram from Kennedy and Graven, Jeffrey chose to rearrange today's agenda. The call was due to the Otter Tail County's request to form a new countywide EDA using HRA Tax Levy dollars as the funding source for the new EDA. Jeffrey discussed in more detail that the County Commissioners will accept a .recommendation from the EDA Committee to form a new EDA and house them at the Government Services Building. Jeffrey had originally sought out legal counsel with Mary Ippel of Briggs & Morgan. However, she is currently in India with a 12-hour time difference and was encouraged to pursue other legal counsel. The regional HRA Directors group .recommended Martha Ingrim. Martha's law firm has represented other HRA's on like questions that our HRA is asking today. With very short notice Mikel and Jeff got Martha up to date. Board members were given information that has been exchanged between the HRA and Martha. Proposed Resolution No. 124 was sent by County Representative, Nick Leonard, and requested it be signed today. Martha Ingram was then called on speakerphone with all board members present along with HRA staff. Board members were given a memo from Martha including 4 items and a copy of the revised Resolution No. 124; Martha had 'struck-out' type and added verbiage. Martha introduced the request from the HRA and stated what she is trying to resolve for the.agency. Martha stated that the County is the entity with all the power and that the single best way for the HRA in this agreement is to retain a good •sense of what the HRA's functions are going to be, and what the EDA is going to do. She was very adamant in saying that the functions need to be stated very clearly in the resolution. Martha is concerned with the very broad language in the resolution along with a split in wording between the resolution and ordinance. The Board stated that they are in agreement with Martha's thought process. Martha made the wording more assertive regarding the powers for the HRA in the resolution. Martha clearly drew out the projects a!).d programs more clearly of what the HRA does. Martha wants the County Commissioners to clearly understand what they are getting into and trying to operate. It was encouraged to have a conversation with the Commissioners at a staff level to make them aware of what powers are going to remain with the HRA in the ordinance for the EDA. She wanted to make aware. that with her wording she was not trying to imply H:\Users\KIM\l\1inutes\2018 minutes\minutes p otc November Special mtg 201f.doc to the County Commissioners that the HRA is trying to dictate their powers, but just wanting to make more clarification. Jeffrey asked, "In the event that the County Commissioners question this resolution, who takes care of the changes, do the lawyers?" Jeffrey talked briefly of the possible ramifications for not signing this resolution today. Martha stated that the timing is not beneficial to the HRA to be able to understand the Resolution and make revisions. Jeff asked Martha to discuss how the Levy could be used to pay for an EDA at the County Level. ¥artha sited a Minnesota statute statin that it • ly questionable aed legally p:r.:grubit@d to use Tax Lev o ars for non H tivities. However many -s en up usmg evy money for EDA powers even though the money is not intended for that purpose. Our board asked what auditors do in the case of many HRA's using their Levy Funds for EDA powers. Jeffrey asked where the liability would fall back if someone were to be caught misusing the funds. Martha feels the County would have to answer questions of the HR.A funds being allocated to the HRA. Martha suggested to make a motion but make it known that it needs to be better delineated the power to be retained by the HRA in the resolution and in the ordinance. The board discussed whether or not to approve this resolution today to submit to the County Commissioners. Jeffrey stated that by having a County Commissioner appointed to this board will hopefully keep both sides more informed. The OTC HRA board has shown interest in requesting an appointment to the EDA board as well. Mikel then reviewed the history of the HRA borrowing Levy dollars and hopes to retain them. A motion was made to approve Resolution No.124 as clarified by the HRA's legal counsel, Kennedy & Graven, in the form presented. We believe this is consistent with both the spirit and intent of the original resolution furnished to us by Otter Tail County. Further more the county's ordinance should be slightly revised to similarly reflect the clarifications provided by the HRA's legal counsel and provide those suggestions to the County Commissioners. Ml Robert Bigwood S/ Dave Johnson Resolution No. 125. The HRA preliminary request of $1,083,600.00 has been approved by the County Commissioners. Resolution No. 125 requests $650,000.00 from the preliminary request to be used by the HRA for its existing programs. $57,500.00 is being requested by January 15, 2019 as reimbursement for expenses incurred to purchase and stabilize the proposed New York Mills Daycare Center. This resolution clearly states the amount requested by the HRA leaving the balance available for future EDA use. A motion was made and seconded with all ayes to approve Resolution No. 125. Ml Robert Bigwood SI Bob Maki A motion was made and seconded with all ayes to approve the administrative expenses that were reviewed for the month of October, 2018. M/Bob Maki S/ Carl Linderkamp The Investment Listing was presented for review; the only changes were the balances in the various checking and savings accounts as of November 28, 2018. Public Housing Accounts Receivable; there were none. 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, MHF A Rehab Programs and Otter Tail County Tax Levy Program. Section 8: the only change is to extend the dates from January 1, 2019 through December 31, 20 19. H:\Users\K.IM\Minutes\2018 minutes\minutes -otc November Special mtg 20 l:ldoc Ml Robert Bigwood SI Dave Johnson Low Rent Public Housing Program: the only change is to extend the dates from January 1, 2019 through December 31, 20 19. Ml Bob Maki SI Robert Bigwood MHF A Rehab Programs: the only change is to extend the dates from January 1, 2019 through December 31,2019. Ml Bob Maki SI Carl Linderkamp Otter Tail County Tax Levy Program: the only change is to extend the dates from January 1, 2019 th.rough December 31, 2019. Ml Robert Bigwood SI Dave Johnson e,rc._ eo~ The Board asked for an update on the City of PergMo :i;:oUs Task Force. Mikel stated that the task force made recommendations this month to find more private ways to increase affordable housing options. The term 'affordable' housing is used very broadly in discussion; with no specific dollar amount attached to it. The HRA received the HUD Site Letter from their visit in August 2018. Items discussed with the board were; 1) Public Housing Units, 2) PHAS Substandard Financial Proposed Recovery Plan, 3) PHAS Substandard Financial Action Plan Required, 4) Executive Director Hiring, 5) Voluntary Program Transfer, 6) Public Housing Disposition, 7) Admission Preferences 8) Conclusion and Findings. Title and Signature Cards for 8 Security State Bank accounts were signed. This action is removing Jeffrey Gaffaney's name from the account and replacing it with Mikel B. Olson's name. A motion was made and seconded with all ayes to approve the signature change. Ml Robert Bigwood SI Bob Maki Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for both the Fergus Falls HRA and the Ottertail County HRA. TLC Homeowner Projects: 30 applications have been sent, 5 have been approved, 10 were denied, 5 were inspected, 5 are in process and 4 are complete. TLC Homeowner Projects Leveraged with SCDP Projects: 8 applications have been sent, 8 have been approved, none were denied, 8 were inspected, 8 are in process and five are complete. 2018 Otter Tail County Tax Levy Rental program: 14 applications have been sent, 10 have been approved, none were denied, 13 were inspected, 6 are in process and one is complete. Down Payment Assistant program: 6 applications have been sent, 3 have been approved, none were denied, and two are complete. SCDP Henning Homeowner Rehab Program: 66 applications have been sent, 15 have been approved, 5 were denied, 14 were inspected, 12 are in process and 9 are complete. H:\Users\KIM\Minutes\2018 minutes\minutes -otc November Special mtg 20 l:J.doc SCDP Henning Rental Rehab Program: 10 applications have been sent, 3 have been approved, 4 were denied, 6 were inspected, 2 are in process and 1 is complete. SCDP Henning Commercial Rehab Program: 9 applications have been sent, 7 have been approved, none were denied, 7 were inspected, 3 are in process and 2 are complete. SCDP Dalton Homeowner Rehab Program: 40 applications have been sent, 5 have been approved, 5 were denied, 5 were inspected, 5 are in process and 3 are complete. SCDP Dalton Rent Rehab Program: 2 applications have been sent, 1 has been approved, none were denied, 2 were inspected, 1 is in process and none are complete. SCDP Preliminary Proposals were submitted to Minnesota DEED by November 15, 2018 for the City of Fergus, City of Ottertail and Battle Lake. Kelli Drayton, Housing Specialist, gave the census report on the Otter Tail County Section 8 Program. For the month of October there were 112 leased and HAPS totaling $38,622.00. The total activity was 13 annual re-certifications and 7 interim re-certifications. Seven ended participation and there were 5 new admissions. There are 194 families on the waiting list. Six vouchers .were issued, two are in shop mode, and 9 applications are in progress. There were no ports-in and 3 ports-out pending. There was 1 port out paid totaling $1,108.00. The ELI percentage was 73%. Kelli discussed with the board that the Section-8 program is facing difficulties with landlords increasing rents by an unreasonable amount. It was discussed with the board that Mary Jo had decided a 3 % increase would be a reasonable increase. A handout was shared with the board members. If landlords do not wish to comply with a 3% increase they can still choose to increase their rent, but that will often mean that a tenant will not be able to continue receiving help from our Section 8 program. The board asked how research was done to know what an average rent cost was. Kelli stated that the City of Fergus Falls recently completed a study in September; and even then approximately 400 properties did not participate. Ml Bob Maki S/ Dave Johnson Pam Minten, Housing Manager, reported that rents payable for Public Housing for October 2018 were $2,394.00 and $2,068.00 was collected. There were $49.00 in late fees charged and collected and none outstanding. There were 33 applicants on the 2-bedroom public housing waiting list, 21 applicants on the 3-bedroom waiting list and 9 on the 4-bedroom waiting list. ELI percentage is 100%. In November 201.8 rents payable totaled $2,313.00 and $2,491.00 was collected. There were $34.00 in late fees charged and collected. There were no outstanding late fees collected. There were 32 applicants on the 2-bedroom public housing waiting list, 24 applicants on the 3-bedroom waiting list and 7 on the 4- bedroom waiting list. ELI percentage is 100%. Pam is in the process of doing quarterly inspections. Next week New York Mills and Henning will be completed. The board congratulated Pam on collecting all of the rents owed. The board asked if there was any progress on which County Commissioner would be appointed to the OTC HRA Board. Doug Hoebsch, County Commissioner, is tentatively chosen to be appointed. It has been brought to the HRA's attention that Doug is an investor of GROW Perham. With that he is part owner of a building that rents to Section-8 participants. The board discussed the HAP contract used for Section 8 (contract between a landlord and the HRA). It was recommended by our board to send the County Commissioners Legal Counsel a copy of this HAP contract. Our next meeting will be held on Thursday, December 20, 2018 at 10:00 a.m. H:\Users\KIM\Minutes\2018 minutes\minutes -otc November Special mtg 20J.4.doc There being no further business, a motion was made to adjourn the meeting at 11 :22 am. Ml Bob Maki SI Robert Bigwood Robert Maki, Secretary Date H:\Users\KIM\Minutes\2018'minutes\minutes -otc November Special mtg 201§.doc L OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF November, 2018 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 $ Jeffrey Gaffartey -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. $ New Horizon Ag Servic~ $ Home Depot $ Vandermay Mechanical $ Allwayz Construction $ RHR $ Bremer Bank -Credit Card $ N.F. Field Abstract $ Mark Gaworski -Accounting Fees $ Lumber Depot $ Networks For Hire/ Computer Maint. Fee $ City of Perham/ 109 Walker Avenue, New York Mills $ Housing Data Systems $ Jim Irwin Construction $ Sherwin Williams $ J.H. Ferguson & Assoc. $ David Johnson $ Scott Rocholl $ Robert Bigwood $ Robert Maki $ Carl Linderkamp $ City ofNew York Mills/Natural Gas at Tousley & Frazee $ Salaries $ H;\Users\JEFF\OTC HRA EXPENSES 2014-2018\0TC HRA EXPENSES -November 201 B 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 31.30 97.56 103.25 830.79 267,00 1,900.93 1,003.08 97.95 503.74 84.56 166.23 24.61 1,800.00 7,000.00 26.00 1,138.18 85.00 325.00 8,283.96 259.00 15.69 120.00 24,183.00 491.39 964.00 101.75 87.84 75.00 133.85 117.80 1,782.38 12,404.71 December 20, 2018 FINANCIAL INSTITUTION Security State Banlc Fergus Falls Security State Banlc Fergus Falls Security State Bank Fergus Falls Section 8 Existing Public Housing MHFA-Loan Account Otter Tail County Tax Levy :M:HFA-HOME Account Dalton SCDP Program OTTER TAIL COUNTY HRA INVESTMENT LISTING FUND DESCRIPTION PRINCIPAL INTEREST RATE OTC Tax Levy -=-=-i; Money Market Certificate #215353 t ~ ,~· 152,710.22 .65% -••-• ••• --_,.••••••• ••-• ••,••••••••-••••--• •• •• •• •• •••< •••• •• .;;;'O """"'"' ••••• :,,'> -•-••· ,_ .. __ ••••·' ••• -•••• ~ : .• , .-.. --•• ••••••o'••• •••-•-•---•--•-• u•,-•,.••-• "--~'•••~---•ff•~-->.•·. • ·----,--•·· -- Section 8 Admin Weekly Money $19;922.14 .05% Reserve Market Savings Public Housing Commercial Money $7,065.91 .05% Security Deposits Market -" INTEREST PAID .... Maturity Automatic Deposit Monthly Account #9312-"00463 4 Monthly Account #9312015673 • •-•~ ·•·'""""'"?·••'"<I(• .. •"-'" • ••-•• •••••••·• ·•·•·•--• .•n•' , , , , •·••-••-•• •••••-•••• • ••-•••••••-•~ • ••••••• ••• ••• ••••••••"'"·--•-·> '»••""' ,-,~ • ·•· ---····,-,rn·, NOW Account $64,628.72 NOW Accounf $13,155.95 NOW Account $24,705.47 NOW Account $151,266.90 NOW Account $832.24 NOW Account $2,448.07 H:\UsersUEFF\INVESTMENT LISTINGS\2018\invest list otc -December 2018.doc I.D. # 41-1518930 PURCHASE DATE Renewed 6/28/2018 . . _____ .. _~------.. ·•, ., .... , MATURITY DATE ................. ·-··· ·--·~ 12/28/2018 •••• C. ··-·• ·-· ,· ·« • l'ayable zu1, utter Tall county ttousmg ann Keaevelopment :special Taxmg JJlstrtct Gross and Net Property Tax Levy Resolution Otter Tail County Resolution No. 2018 - ! The following resolution was offered by Commissioner , who moved for the authorization of the Otter Tail County Housing and Redevelopment Special Taxing District 2018 Gross and Net Property Tax Levy: WHEREAS, the Otter Tail County Housing and Redevelopment Authority is a special taxing district under the provisions of Minnesota Statute Chapter 469, and WHEREAS, the Otter Tail County Housing and Redevelopment Authority had requested a Payable 2019 Gross and Net Property Tax Levy of$1,083,600, and WHEREAS, the Otter Tail County Board of Commissioners on Tuesday, September 25, 2018, adopted for the Otter Tail County Housing and Redevelopment Authority a proposed Gross/Net Property Tax Levy for Payable Year 2019 in the a\nount of$ 1,083,600, and WHEREAS, the Otter Tail County Board of Commissioners recognizes the requirement to adopt the special taxing district's Payable 2019 Gross and Net Property Tax Levy no later than Friday, December 28, 2018, and the Otter Tail County Board of Commissioners is required to certify Otter Tail County Housing and Redevelopment Authority's final Payable 2019 Gross and Net Property Tax Levy to the County Auditor-Treasurer's office on or before Friday, December 28, 2018. NOW, THEREFORE, BE IT RESOLVED, that the Otter Tail County Board of Commissioners, after consideration, discussion and consultation with the Otter Tail County Budget Committee, the Otter Tail County HRA Board and the Economic Development Colnrnittee, hereby authorizes/adopts a final Payable 2019 Gross and Net Property Tax Levy of $1,083,600 for the purpose of funding traditional housing and redevelopment programs, enhance housing and redevelopment programs, economic development and community development programs. NOW, THEREFORE, BE IT FUTHER RESOLVED, that the Otter Tail County Board of.Commissioners hereby certifies the same to the County Auditor-Treasurer's office to be spread against the taxable net tax capacity of the taxable property of the. Otter Tail County Housing.and Redevelopment Authority and/or to be spread against the taxable net tax capacity of the taxable property of Otter Tail County. The resolution was seconded by Commissioner Comm/ssioners voting as follows: Commissioner Dong Huebsch Wayne D. Johnson John Lindquist Betty Murphy Lee Rogness and carried, with the members of the Otter Tail County Board of Against Adopted atFergus Falls, Minnesota this 18th day of December 2018. Dated:. ___________ _ OTTER TAIL COUNTY BOARD OF COMMISSIONERS By:. ____________ _ Wayne D. Johnson, County Board Chair Attest:. ___________ _ Jolin Dinsmore, Administrator 209 Lake, Ottertail Cit <more on next ageJ • 7 1~1 .. ~ 209 Lake, Ottertail Cit rmore on next a eJ ii 209 Lake, Ottertail Cit <more on next a eJ ,,_ . 209 Lake, Ottertail City 216 Nowell, New York Mills rmore on next a eJ . .. 216 Nowell, New York Mills <more on next ageJ ■ ... . ,.. [f If v I • ~ +---~-i,t-,h,s(4----..1:c--+--~s~ .t1r1r-~'--.. 6l: JHl ------ ofC:P---,ll<-~-,-__;,_ _____ ~t~------ . 216 Nowell, New York Mills (Continued from revious ageJ n a 216 Nowell, New York Mills (Continued from revious a eJ 218 s. Tousle , New York Mills rmore on next pageJ 218 s. Tousley, New York Mills AFFIDAVIT OF PUBLICATION State of Minnesota s.s COUNTY OF OTTER TAIL Anna Anderson duly sworn on oath says that he/she is the publisher or authorized agent and employee of the CE IVE D publisher of the newspaper known as Fergus Falls Daily Journal, and has fu E knowledge of the facts which are stated below. (A) The newspaper has complied with all of the requirements constituting qualification as a qualified newspaper, as provided by Minnesota Statute 331A.02, 331A.07, and other applicable laws, as amended. DEC O 3 2013 FERGUS FALLS/ OTTER TAIL COUNTY HRA (8) The printed advertisment which is attached was cut from th e columns of said newspaper, and was printed and published on Pursuant to Minnesota Statues §580.033 relating to the publication of mortgage foreclosure notices: The newspaper's known office of is located in Otter Tail County. The newspaper complies with the conditions described in §580.033, subd. 1, clause (1) or (2). If the newspaper's known office of issue is located in a county adjoining the county where the mortgage premises or some part of the mortgaged premises described in the notice are located, a substantial portion of the newspaper's circulation is in the latter county. November 15, 2018 and printed below is a copy of the lower case alphabet from A to Z, both inclusive, which is hereby a notice: abcdefghijklmnopqrstuvwxyz By~U/4AA_ ;~deson Subscribed and sworn to before me this November 16, 2018 (First Pubhcallon Date November 15 2018) The Otter Tail County Housing and Redevelopment Authority (HRA) will hold a special meet- ing on Wednesday. November 28, 2018 at 1000 a.m. Meeting to be held at the Fergus Falls/ Otter Tail County HRA office lo- cated at 1151 Friberg Avenue, Fergus Falls, MN 56537 Publication D te November 15,2018 AFFIDAVIT OF PUBLICATION State of Minnesota s.s COUNTY OF OTTER TAIL Anna Anderson duly sworn on oath says that he/she is the publisher or authorized agent and employee of the publisher of the newspaper known as Fergus Falls Daily Journal, and has full knowledge of the facts which are stated below. (A) The newspaper has complied with all of the requirements constituting qualification as a qualified newspaper, as provided by Minnesota Statute 331A.02, 331A.07, and other applicable laws, as amended. (B) The printed advertisment which is attached was cut from the columns of said newspaper, and was printed and published on • Pursuant to Minnesota Statues §580.033 relating to the publication of mortgage foreclosure notices: The newspaper's known office of is located in Otter Tail County. The newspaper complies with the conditions described in §580.033, subd. 1, clause (1) or (2). If the newspaper's known office of issue is located in a county adjoining the county where the mortgage premises or some part of the mortgaged ·premises described in the notice are located, a substantial portion of the newspaper's circulation is in the latter county. October 5, 2018 an~ printed below is a copy of the lower case alphabet from A to Z, both inclusive, which is hereby a notice: abcdefghijklmnopqrstuvwxyz By:~·· s4w-Lufl7 j~~rson Subscribed and sworn to before me this October 5, 2018 RECE\VEO OC1 2 5 20\B FERGUS FALLS/ A OTTER TAIL coUNTY HR I I I I ', .. • • 'I, ' -· ; : IPltiliclNitic:esl; ,\ ;1 (First Publication Date: :1 October 5; 2018) : I The Fergus Falls Housing·, ancl Redevelopment Authority, (rlRA),and the Ottei'Tail Coun- tyJ:IRA ,Yiil! hold a joint meeting, 11 on· October 16, 2018 at 9:00, a.m.. Meeting to be held at, , !,akes Country Service Coop-, ' .erative, 1001 East Mount Faith, t Fergus Falls, 1 : MNr 56537. , i • ~ '' : l;lublicalion Dates: October 5, i 2018 t;