Great Plains Housing Cooperative gphc.biz

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1 Great Plains Housing Cooperative gphc.biz Dickey Sargent Housing Authority Foster County Housing Authority Stutsman County Housing Authority Wells Sheridan Housing Authority Stutsman County Housing Authority Agenda Tuesday, September 19, 217 8:3 AM Board items 1. Meeting called to order 2. 3 minute public comment period / board watch video 3. Approval of meeting minutes for September 19, 217 (vote) 4. Approval of financial report (vote) 5. Board resolution 2183 to accept Wells County voucher transfer (vote) 6. Election of officers (Chairperson and Vice Chairperson) (vote) 7. Budget update (HUD & Admin) 8. Landlord training September HOME grant application 1. HUD visit Review 11. Executive Director report 12. Deputy Director report 13. All other new business 14. Foster County Housing / Stutsman County Housing meeting in October set date 15. Adjourn Schedule of meetings for 217 January 17, 217 8:3 AM March 21, 217 8:3 AM May 16, 217 8:3 AM July 18, 217 8:3 AM September 19, 217 8:3 AM Annual meeting November 21, 217 8:3 AM Stutsman County HA Foster County HA DickeySargent County HA Wells Sheridan HA 3 2nd Ave NE Ste.2 PO Box 37 PO Box 624 PO Box 37 Jamestown, ND 5841 Carrington, ND Ellendale, ND Carrington, ND ext Fax: Fax: Fax: Fax: Page 1

2 Great Plains Housing Cooperative gphc.biz Dickey Sargent Housing Authority Foster County Housing Authority Stutsman County Housing Authority Wells Sheridan Housing Authority Board items Foster County Housing Authority Agenda Tuesday, July 18, 217 8:3 AM 1. Meeting called to order at 8:33 AM 2. Introduction were done 3. Approval of board positions (vote) a. Dave explained that Foster County had asked, and SCHA agreed to serve as their housing authority. FCHA as a separate entity must have a structure for chairperson and vice chairperson. The board can vote to have the structure the same as SCHA. b. Tonya made a motion to have Foster County Housing Authority s chairperson and vice chairperson the same as SCHA s, Amanda second. Board members voted to approve Approval of board resolution and letter to transfer program to Stutsman County Housing Authority (vote) a. Dave explained the history of transferring programs and the difficulty in getting this done with HUD regulations and state century code. All documents were prepared by the attorney. b. Amanda made a motion to approve the board resolution and letter to transfer the Foster County Housing Authority s Section 8 program to Stutsman County effective January 1, 218, Beth M second, the board passed Approval of board request to have Foster County appoint a board member to serve on SCHA board upon program transfer (vote) a. Dave explained the changes in North Dakota Century Code all for our board to expand from the five members to allow for appointments from other counties. That original county would need to choose someone, and SCHA would have the Stutsman County Commission reaffirm that members. b. Tonya made a motion to request Foster County Commission appoint a board member starting January 1, 218, Beth M second, the board passed Adjourn a. Meeting adjourned at 8:41 AM Stutsman County HA Foster County HA DickeySargent County HA Wells Sheridan HA 3 2nd Ave NE Ste.2 PO Box 37 PO Box 624 PO Box 37 Jamestown, ND 5841 Carrington, ND Ellendale, ND Carrington, ND ext Fax: Fax: Fax: Fax: Page 2

3 Great Plains Housing Cooperative gphc.biz Dickey Sargent Housing Authority Foster County Housing Authority Stutsman County Housing Authority Wells Sheridan Housing Authority Stutsman County Housing Authority Agenda Tuesday, July 18, 217 8:45 AM Board items 1. Meeting called to order at 8:42 AM 2. Welcome new board member Jessica Edland 3. Approval of meeting minutes for May 16, 217 (vote) a. Tonya asked if language under item #5 be clarified as the sentences were not clear on the request for Safe Shelter. Dave will clarify the language b. Amanda motioned to approve the amended minutes, Beth M second, and the board passed Approval of financial report (vote) a. Dave went through the financial report and explained how the office was operating and some of the expenditures from the past year. It was noted some line items we over their budgeted amounts, and Dave explained the reasons and that those were not regular costs. Overall, the office did well last year with so many onetime large expenses for inspection software, legal, and retirement liability. The office is aware of the fine line for budgets and watches all expenses. b. Dave said he completed the unaudited close out of the books and the housing authority is sitting decent. The auditor will be here in late September or early October. c. Beth M made a motion to approve the financial report, Tonya second, the board approved the financial report Update on program transfers a. Dave discussed the transfers and what HUD approved from the DC Headquarters. There might be an additional North Dakota Century Code changes. 6. Approval of board resolution to accept program transfer Foster (vote) a. The board needs to approve and accept the transfer b. Amanda made a motion to accept the program transfer, Beth M second, the board accepted the program transfer with a vote of Discussion on Wells County Housing Authority a. Dave wanted some input from the board on what to do with Wells County. We have a six month contract and how to handle things from there and what to approach the Wells County board. SCHA s board agreed to look at transferring Sheridan County to Burleigh County and transferring Wells to Stutsman. 8. Budget update (HUD & Admin) a. Dave explained how the funding went up and down. The office is trying to lease as many clients as possible to meet the budget. Cassie discussed the number of terminations in the past couple months. Stutsman County HA Foster County HA DickeySargent County HA Wells Sheridan HA 3 2nd Ave NE Ste.2 PO Box 37 PO Box 624 PO Box 37 Jamestown, ND 5841 Carrington, ND Ellendale, ND Carrington, ND ext Fax: Fax: Fax: Fax: Page 3

4 Great Plains Housing Cooperative gphc.biz Dickey Sargent Housing Authority Foster County Housing Authority Stutsman County Housing Authority Wells Sheridan Housing Authority b. Dave mentioned the impact from portability and the elimination of setaside funding. There has been some talk of other housing groups requesting funds from our region because of their need, so we need to spend and lease up. 9. Fiscal year close approximate a. Dave explained the preliminary numbers show SCHA has ample reserves for the office, but needs to spend housing assistance dollars down. 1. Landlord training September 13 a. Working to schedule a day long training that is open and free. Dave is also trying to coordinate a tenant rights training for the evening with the same group. b. Beth D requested that we discuss with the senior bus on having transportation available in the evening. 11. HOME grant application a. The office submitted a new request for $5, instead of $4, seeing the need and reduction of dollars from Social Services and Salvation Army 12. ND NAHRO and Housing collaboration meeting July 24 in Bismarck a. The office will be participating in two meetings in Bismarck on that day 13. HUD visit August 1 & 2 a. HUD will be here for two days to visit about the housing authorities. Board members may be contacted or requested to meet at the office with HUD officials. 14. Executive Director report a. Update on North Dakota Century Code changes (SB 2136) i. Done and signed into law b. Update on Waiting List i. We are pulling people as fast as we can process them. But people are not in a hurry to lease up c. Update on Housing Authorities i. SCHA is doing well compared to other housing authorities. We need to continue monitoring budget amounts and watch spending. d. Update on combining agencies i. Our legal work will be used by at least one, if not three more housing authorities in North Dakota. 15. Deputy Director report a. Cassie reported on the homeless coalition, diaper drive, blessing bags, and visit to Devils Lake shelter. Cassie is working on a few grants for the shelter. 16. All other new business a. No other new business 17. Adjourn a. Tonya made a motion to adjourn the meeting, Jessica second, the meeting adjourned at 1:2 AM Schedule of meetings for 217 January 17, 217 8:3 AM Stutsman County HA Foster County HA DickeySargent County HA Wells Sheridan HA 3 2nd Ave NE Ste.2 PO Box 37 PO Box 624 PO Box 37 Jamestown, ND 5841 Carrington, ND Ellendale, ND Carrington, ND ext Fax: Fax: Fax: Fax: Page 4

5 Great Plains Housing Cooperative gphc.biz Dickey Sargent Housing Authority Foster County Housing Authority Stutsman County Housing Authority Wells Sheridan Housing Authority March 21, 217 8:3 AM May 16, 217 8:3 AM July 18, 217 8:3 AM September 19, 217 8:3 AM Annual meeting November 21, 217 8:3 AM Stutsman County HA Foster County HA DickeySargent County HA Wells Sheridan HA 3 2nd Ave NE Ste.2 PO Box 37 PO Box 624 PO Box 37 Jamestown, ND 5841 Carrington, ND Ellendale, ND Carrington, ND ext Fax: Fax: Fax: Fax: Page 5

6 A B C D O P Q FY 218 JULY AUGUST YTD PER MONTH INCOME BUDGET ACTUAL ACTUAL % of PERIOD BUDGET Vouchers admin 259, ,931. 2, , % 21, Adm fee adj Port in 33.1 Fraud recovery 1, ,848. 2, % 125. Interest on Checking HOME admin income 1, , % 125. Non HUD income (3.) (3.) FCHA Voucher Income 25, ,193. 2,214. 4, % 2, FCHA Admin Extra DSHA Voucher Income 34, ,79. 1,99. 9, % 2,96.39 WCHA Admin 2,679. 2,279. 4,958. Other TOTAL ADMIN INCOME 323, , , , % 26, HOME Funds 35,..% 2, Vouchers HAP 1,764,. 13, , , % 147,. Port in 369 Fraud recovery 1, ,848..% TOTAL HOUSING INCOME 1,765,5. 131, , , % 147,125. TOTAL INCOME 2,124, , ,881. 1,8, % 177,3.17 Admin fee Proration 74.9% 74.9% Prorated admin Port out admin Admin estimated 19, , , RESERVES Office reserve 51, , , $ 51,656. Provisions for restricted 37, , ,12.93 $ 37,974. Bad debt reserve Retirement liability reserve 128, , ,199. Accrued leave expense 6,793. Total reserves 224, , , $ 224,622. HUD Held reserves CASH 161, ,136. Page 6

7 A B C D O P Q HOME SECURITY DEPOSIT # Deposits % $ Deposits 4,. 3,9. 9,7. 13,6. 34.% 3, Page 7

8 A B C D O P Q FY 217 JULY AUGUST YTD PER MONTH EXPENSES BUDGET ACTUAL ACTUAL % of PERIOD BUDGET 411 Admin Salaries 145, , , , % 12, Accrued leave 6..% Legal expenses 5..% Travel, training Travel % Training registration 45..% Meals 415 Local mileage 4, % Audit 2,8..% Fee Accounting 75..% Office rent SCHA 23, , , , % 1, FCHA 1, % DSHA 419 Office expenses Postage 1, % Misc % Language services % Utility study ARS Collection % Newspapers % Docu. Destruction % Bank fees % Collection fees Expendable Equip Telephone SCHA Telephone 2, % FCHA Telephone 1, % DSHA Telephone 1, % Conference call % Homeless Coalition Office supplies 8, % SEMAP Review 5..% Advertising Maintenance Agr Page 8

9 A B C D O P Q SCHA Marco 3, % FCHA Marco % DSHA Marco % Software Emphasys Housing 9, , % Emphasys edocs Quickbooks 1, % Microsoft % Web 72..% Document storage 5..% Other software 1, , , % HQS Software 72..% Printing % Organization Dues ND NAHRO 225..% ND ARS 3..% HDLI PHAHA Board Expenses SCHA Board 75..% FCHA Board DSHA Board 5..% Board supplies % WCHA Board Paper Expenses 4191 Current Liability set aside Accrued leave Auditor Accounting Memberships Bad debt expense Retirement liability , Portable Adm Fees 14,. 1, , % 1, Water % Maintenance Insurance Property Ins. 1, % Liability Ins % 46.2 Page 9

10 A B C D O P Q Workers Comp. 1, % Other Ins % NDIRF Employee benefits Health Insurance 47, , , , % 3, Retirement 21, , , , % 1, Employer FICA 11, , % Cell phone stipend Liability retirement 3,..% BCBS Vision BCBS Dental 3, Bad Debt Expense 48 Depreciation Expense 48.1 Security wall % Emphasys Elite 1, % Capital Equipment TOTAL ADMIN. EXPENSES 328, , , , % 27, P/L Admin 7, , , HOME Admin covers Bank fees 51, Local mileage 56,69.76 Page 1

11 A/R JULY AUGUST YTD REMAINING ACCOUNT AMOUNT PAYMENTS PAYMENTS BALANCE Clear collection past Clear collection past clear bankruptcy clear bankruptcy Clear collection past Clear collection past Clear collection past Bankruptcy ,84. 1, ,244. 2, ,168. 1, ,869. 1, ,84. 1, ,86. 1, ,348. 1, ,712. 2, , , , ,458. 3, , ,36. 29, , NON ACCOUNTS RECEIVABLE DEBTS OWED (No repayment agrrements or acct #) A/R JULY AUGUST YTD REMAINING ACCOUNT AMOUNT PAYMENTS PAYMENTS BALANCE 21693A 3,216. Page 11

12 A B C D O VMS Numbers Totals JULY AUGUST Quickbooks Vouchers # Vouchers $ , , Voucher adj. $ Port Out # Port Out $ Port Admin $ , TP Vouchers # TP Vouchers $ After 1st Total Voucher # Total Voucher $ , , # Vouchers EOM Outstanding V# Port In # Port In $ Port In Admin Fraud ,848. Interest Admin Exp ,129 28,941 Admin revenue ,659 29,932 NRA 37, ,99 49,13 UNA 179, , , Cash 161, ,136 HAP Budget +/ , FYUnits leased # FYUnits leased available FYUnits leased % 1% 63% 63% HAP Budget $ 418,618 13, ,11 Budget authority % 64% 1% 94% Per unit cost Local cost unit Port cost unit Port % of units 9.6% 9.38% 9.81% Port % of dollars 14.37% 14.34% 14.4% Pending port out HAP Advances ACC Budget HAP Budget Difference ,92 145,949 HUD Held Reserves Total NRP 38,99 49,13 Total Voucher $$ 418,618 13, ,11 Vouchers funded 1, Vouchers lost (5,971) (222) (196) Utilitization 64% 1% 94% Total Meetings Board Member Attendance July September Stipend Beth Dewald 1 x 25 Tonya Perkins 1 x 25 Jessica Edland 1 x 25 Beth Martin 1 x 25 Amanda Bercier 1 x Admin calc 4,115 19,95 2,164 Admin rev 62,793 2,931 2,931 Difference 22, Page 12

13 A B C D E F G H I J K L M N O P ND52 Dickey Sargent Housing Authority Calendar year 217 Vouchers January February March April May June July August September October November December Totals Averages HAP TPV PORT OUT PORT IN Total Expenses HAP 11,33 11,56 1,615 1,775 1,118 9,759 9,539 9,181 82,823 6,92 TPV 4,858 4,962 9, PORT OUT PORT IN 1,122 2,399 3,28 2,732 2,622 2,53 2,67 2,67 18,747 1,562 Total 12,452 13,95 13,823 13,57 12,74 12,289 16,464 16,21 111,39 9,283 Revenue ADMIN 2,162 2,525 2,129 2,129 2,144 2,537 7,79 1,99 1,99 25,396 2,116 PORT IN ADMIN PORT IN HAP 1,115 3,35 2,338 2,738 2,622 2,145 2,537 2,73 18,873 1,573 HAP 12,358 12,358 1,812 1,812 1,812 1,812 14,966 18,154 2,27 121,111 1,93 OTHER FRAUD Total 15,639 18,195 15,286 15,686 15,585 15,51 25,3 22,223 22,17 165,432 13,786 MISC PORT OUT ADMIN ADMIN EX 2,652 2,652 4,129 2,129 2,151 2,537 7,79 1,99 26,3 4,5 SCHA 2,652 2,652 4,129 2,129 2,151 2,537 7,79 1,99 26,3 4,5 UNA 14,153 14,26 12,26 12,26 12,19 12,19 12,19 12,19 14,9 14,9 14,9 14,9 13,29 NRA 4,22 5,72 5,269 5,36 6, 7,53 7,622 11,633 31,66 31,66 31,66 31,66 14,91 CASH 19,296 21,57 21,196 19,846 2,887 21,548 22,123 26,311 17,861 15,881 AR Clients January February March April May June July August September October November December Fiscal Year Remaining A/R ,669 A/R A/R ,199 Total A/R 8,868 Page 13

14 A B C D E F G H I J K L M N O P ND52 DICKEY SARGENT HOUSING AUTHORITY VMS Numbers January February March April May June July August September October November December Fiscal year Average Quickbooks 12,452 13,95 13,823 13,57 12,74 12,289 16,464 16,21 111,39 9,283 Vouchers # Vouchers $ 11,33 11,56 1,615 1,775 1,118 9,759 9,539 9,181 82,823 6,92 Voucher Adj. $ Port Out # Port Out $ Port Admin $ TP Vouchers # TP Vouchers $ 4,858 4,962 9, After 1st Total Voucher # Total Voucher $ 11,33 11,56 1,615 1,775 1,118 9,759 14,397 14,143 92,643 7,72 # Vouchers EOM Outstanding V# Port In # Port In $ 1,122 2,399 3,28 2,732 2,622 2,53 2,67 2,67 18,747 1,562 Port In Admin Fraud Admin Exp 2,652 2,652 4,129 2,129 2,151 2,537 7,79 1,99 26,3 2,169 NRA 4,22 5,72 5,269 5,36 6, 7,53 7,622 11,633 31,66 31,66 31,66 31,66 14,91 UNA 14,153 14,26 12,26 12,26 12,19 12,19 12,19 12,19 14,9 14,9 14,9 14,9 13,29 Cash 19,296 21,57 21,196 19,846 2,887 21,548 22,123 26,311 21,589 Vouchers Used Vouchers ACC Voucher % Cost per unit Port per unit Port % unit Port % dollars HUD Held reserves 2,715 2,715 2,715 2,715 2,715 2,715 2,715 1,261 12,939 Total NRP 24,935 25,787 25,984 26,21 26,715 27,768 28,337 11,633 31,66 31,66 41,921 31,66 27,84 Proposed budget 8,95 8,753 8,753 8,27 1,14 1,14 1,14 1,14 1,14 1,14 1,14 1,13 114,792 9,566 FY Voucher # 315 Budget Utilization 76% Board Member Attendance January April July August October FY V ACC 66 NRP Limit 6,56 Karen Anderson 4 X x x x FY Y utilize % 48% Diane Henningsen 4 X x x x Vouchers funded by HUD 412 Jeanie Schmaltz 3 x x x Vouchers lost by funding (248) Laurie Wang 4 X x x x Utilization percentage 76.49% DeeAnn Olson 4 x x x x Page 14

15 A B C D E F G H I J K L M N O P Line item explanations Housing authorities use accrual accounting measures and must follow GAAP Generab Acceptable Account Procedures and Federal Regulations and Requirements Counts 5 Counts 6 Counts 7 Counts 8 Counts 1 Expenses 11 Expenses 12 Expenses HAP Normal vouchers with housing assistance TPV Tenant protected vouchers, these are special vouchers from projects that transition to vouchers PORT OUT Vouchers that started here and went elsewhere that we pay per Federal requirement PORT IN Vouchers that started at another housing authority and they are paying to reside in our jurisidiction TOTAL The total number of vouchers being utilized in our jurisidiction HAP The housing assistance paid to our local clients TPV Housing assistance paid for tenant protected clients PORT OUT housing assistance paid for clients living outside of our jurisdiction 1 13 Expenses Expenses Revenue Revenue Revenue Revenue 16 2 Revenue Revenue Revenue Misc Misc Misc Misc Misc Misc A/R Clients PORT IN housing assistance paid by another housing authority to live in our area TOTAL The total amount of housing assistance paid to clients under our umbrella ADMIN The administrative fee paid to the housing authority by HUD, determined by the number of vouchers used and a Federal formula PORT IN ADMIN Administrative fee paid by another housing authority to conduct the reviews on their client that lives here PORT IN HAP Housing assistance paid by another housing authority for their client that lives here HAP Housing assistance revenue paid by HUD to the housing authority to provide assistance in our area OTHER Other revenue generated that is not HUD driven FRAUD Collections from clients that owe housing assistance back to the housing authority TOTAL The total revenue collected for the given month PORT ADMIN The administrative fee we pay for another housing authority to conduct reviews on our client that lives in their area ADMIN EX The total administrative expenses for that month SCHA The administrative fee paid to Stutsman County Housing Authority for administering the program and all HUD reviews UNA Unrestricted Net Asset This is the office reserves and can be used for any general office expenses, it should not be used for housing assistance NRA Net Restricted Asset Housing assistance reserve we hold. HUD does not want the housing authority to have any NRA CASH The amount of cash the housing authortiy has in the checking account at the end of the month Shows any collections for the various account receivables, which are clients who owe the housing authority money Page 15

16 A B C D E F G H I J K L M N O P ND28 Foster County Housing Authority Calendar year 217 VOUCHERS January February March April May June July August September October November December Totals Average HAP TPV PORT OUT PORT IN Total EXPENSES HAP 6,617 6,66 6,83 7,51 7,433 7,51 6,98 6,522 56,62 4,672 TPV 3,215 3,215 3,215 3,215 3,215 3,215 3,215 3,359 2,155 PORT OUT 6,93 6,93 6,93 6,123 6,191 5,779 5,614 5,691 5,17 4,176 PORT IN Total 16,735 17,271 17,441 17,341 16,839 16,54 15,89 15, ,512 11,126 REVENUE ADMIN 4,768 2,768 2,622 2,622 2,749 2,75 2,714 2,714 2,714 26,421 2,936 HAP 14,969 14,969 17,289 23,689 17,289 21,131 17,428 17,428 17, ,62 17,958 PORTIN ADMIN 1 PORTIN HAP OTHER FRAUD Total 21,17 17,737 19,961 26,311 2,38 23,881 2,142 2,142 2, ,524 15,794 MISC PORT ADMIN , ADMIN EX 2,97 2,97 3,372 2,62 2,749 2,764 2,714 2,714 2,714 25,461 2,122 SCHA 2,359 2,359 2,74 2,74 2,242 2,243 2,214 2,234 2,214 1,668 UNA 9,13 8,964 8,227 8,229 8,228 8,215 8,215 8,215 8,215 8,215 8,215 8,215 8,355 NRA 1,953 3,762 3,49 3,432 3,882 8,59 1,128 11,984 29,412 29,412 29,412 29,412 12,25 CASH 5,11 7,669 9,993 9,753 14,99 14,871 16,567 18,794 8,71 AR Clients January February March April May June July August September October November December Fiscal Year Remaining A/R ,867 A/R Total A/R ,867 Page 16

17 A B C D E F G H I J K L M N O P ND28 FOSTER COUNTY HOUSING AUTHORITY 44 VMS Numbers 45 Quickbooks 46 Vouchers # January 17, February 17, March 17, April 17, May 17, June 17, July 16, August 16, September October November December Fiscal Year 138, Average 17, Vouchers $ 48 Voucher Adj. $ 49 Port Out # 5 Port Out $ 51 Port Admin $ 52 TP Vouchers # 53 TP Vouchers $ 54 After 1st 6, , ,215. 6, , ,215. 6, , ,215. 6, , , , , ,215. 7, , ,215. 6, , ,215. 6, , , , ,17. 4, , , , , Total Voucher # Total Voucher $ 16, , , , , ,54. 15,89. 15, , , # Vouches EOM 58 Outstanding V# 59 Port In # 6 Port In $ 61 Port In Admin 62 Fraud 63 Admin Exp 64 NRA 65 UNA 66 Cash 67 Vouchers Used 68 Vouchers ACC 69 Voucher % 7 Cost per unit 71 Port cost per unit 72 Port % units 73 Port % dollars 74 HUD Held reserves 75 Total NRP 76 Proposed budget FY Voucher # 79 FY V ACC 8 FY Y utilize % ,96.99 (1,953.25) 9, , % 41.25% 19,35. 17, % ,97. (3,762.25) 8, , % 41.14% 17, , ,372. (3,48.75) 8, , % 4.73% 17, ,673. Budget Utilization NRP Limit ,62.2 3, , , % 36.34% 17, , , , , , % 36.77% 17, , % 8, , , , , % 35.2% 17, , ,714. 1, , , % 35.51% 17, ,21. Board Member , , , , % 36.55% 17, ,65.95 Kelly Krein Beth Martin 29, , , , Attendance 29, , , , March 29, , , , June 29, , , , September , , December , ,25.6 8, , Vouchers HUD funded 82 Vouchers lost funding 83 Utilization percentage (56) 81.69% Beth Dewald Amanda Bercier Tonya Perkins Page 17

18 A B C D E F G H I J K L M N O P 89 9 Line item explanations 91 Housing authorities use accrual accounting measures and must follow GAAP Generab Acceptable Account Procedures and Federal Regulations and Requirements 92 4 Counts 93 5 Counts 94 6 Counts 95 7 Counts 96 8 Counts 97 1 Expenses Expenses Expenses 1 13 Expenses Expenses Revenue Revenue Revenue Revenue 16 2 Revenue Revenue Revenue Misc Misc Misc Misc Misc Misc A/R Clients HAP Normal vouchers with housing assistance TPV Tenant protected vouchers, these are special vouchers from projects that transition to vouchers PORT OUT Vouchers that started here and went elsewhere that we pay per Federal requirement PORT IN Vouchers that started at another housing authority and they are paying to reside in our jurisidiction TOTAL The total number of vouchers being utilized in our jurisidiction HAP The housing assistance paid to our local clients TPV Housing assistance paid for tenant protected clients PORT OUT housing assistance paid for clients living outside of our jurisdiction PORT IN housing assistance paid by another housing authority to live in our area TOTAL The total amount of housing assistance paid to clients under our umbrella ADMIN The administrative fee paid to the housing authority by HUD, determined by the number of vouchers used and a Federal formula PORT IN ADMIN Administrative fee paid by another housing authority to conduct the reviews on their client that lives here PORT IN HAP Housing assistance paid by another housing authority for their client that lives here HAP Housing assistance revenue paid by HUD to the housing authority to provide assistance in our area OTHER Other revenue generated that is not HUD driven FRAUD Collections from clients that owe housing assistance back to the housing authority TOTAL The total revenue collected for the given month PORT ADMIN The administrative fee we pay for another housing authority to conduct reviews on our client that lives in their area ADMIN EX The total administrative expenses for that month SCHA The administrative fee paid to Stutsman County Housing Authority for administering the program and all HUD reviews UNA Unrestricted Net Asset This is the office reserves and can be used for any general office expenses, it should not be used for housing assistance NRA Net Restricted Asset Housing assistance reserve we hold. HUD does not want the housing authority to have any NRA CASH The amount of cash the housing authortiy has in the checking account at the end of the month Shows any collections for the various account receivables, which are clients who owe the housing authority money Page 18

19 A B C D E F G H I J K L M N O P ND57 WELLS COUNTY HOUSING AUTHORITY Calendar year 217 VOUCHERS January February March April May June July August September October November December Totals Average HAP TPV PORT OUT PORT IN Total EXPENSES HAP 4,26 4,434 4,568 4,576 4,811 4,24 4,74 4,388 35,261 2,938 TPV 3,5 3,5 3,5 3,43 3,43 2,229 2,229 2,6 1,82 PORT OUT PORT IN 2,57 2,57 2,57 2,57 2,68 2,13 2,141 2,141 1,39 Total 7,211 9,496 9,63 9,676 9,922 8,536 8,444 8,589 71,54 5,959 REVENUE ADMIN 1,384 1,323 1,323 1,429 1,43 2,279 2,279 2,279 13,726 1,525 HAP 7,722 8,287 8,287 8,287 8,287 12,564 12,969 7,666 74,69 8,23 PORTIN ADMIN PORTIN HAP 2,57 2,57 2,57 2,57 2,68 2,13 2,141 2,141 1,39 OTHER FRAUD Total 3,267 11,434 11,988 11,938 12,55 12,91 17,255 17,66 9,945 17,63 8,969 MISC PORT ADMIN ADMIN EX 2,97 1,298 2,279 2,279 8, SCHA UNA 1,415 8,892 8,917 1,24 11,669 13,99 13,99 13,99 15,378 15,378 15,378 15,378 12,579 NRA 3,568 3,285 2,571 1,93 1, ,645 13,166 2,832 2,832 2,832 2,832 7,561 CASH AR Clients January February March April May June July August September October November December Fiscal Year Remaining A/R ,867 A/R Total A/R ,867 Page 19

20 A B C D E F G H I J K L M N O P ND57 WELLS COUNTY HOUSING AUTHORITY 44 VMS Numbers January February March April May June July August September October November December Fiscal Year Average 45 Quickbooks 46 Vouchers # 47 Vouchers $ 48 Voucher Adj. $ 49 Port Out # 5 Port Out $ 51 Port Admin $ 52 TP Vouchers # 53 TP Vouchers $ 54 After 1st 9, , ,5. 9, , ,5. 9, , ,5. 9, , ,43. 1, , ,43. 8, , ,229. 8, , ,229. 8, , ,6. 75, , ,619. 9, , , Total Voucher # Total Voucher $ 7,211. 7,439. 7,573. 7,619. 7,854. 6,433. 6, , , , # Vouches EOM Outstanding V# Port In # Port In $ 2,57. 2,57. 2,57. 2,57. 2,68. 2,13. 2,141. 2, ,681. 2,85.13 Port In Admin , Fraud Admin Exp 1,627. 1,555. 1,852. 2,425. 1,179. 1,8. 3,. 2, ,717. 1,39.75 NRA (3,568.) (3,285.) (2,571.) (1,93.) (1,47.) , , , , , , ,56.73 UNA 1,415. 8,892. 8,917. 1,24. 11, ,99. 13,99. 13,99. 15, , , , ,578.5 Cash Vouchers Used Vouchers ACC Voucher % Cost per unit Port cost per unit Port % units.%.%.%.%.%.%.%.% Port % dollars.%.%.%.%.%.%.%.% HUD Held reserves Total NRP Proposed budget FY Voucher # 263 Budget Utilization 77% Board Member Attendance March June September December FY V ACC 492 NRP Limit 3,73 FY Y utilize % 53% Vouchers HUD funded 342 Vouchers lost funding (15) Utilization percentage 76.79% Page 2

21 A B C D E F G H I J K L M N O P 89 9 Line item explanations 91 Housing authorities use accrual accounting measures and must follow GAAP Generab Acceptable Account Procedures and Federal Regulations and Requirements 92 4 Counts 93 5 Counts 94 6 Counts 95 7 Counts 96 8 Counts 97 1 Expenses Expenses Expenses 1 13 Expenses Expenses Revenue Revenue Revenue Revenue 16 2 Revenue Revenue Revenue Misc Misc Misc Misc Misc Misc A/R Clients HAP Normal vouchers with housing assistance TPV Tenant protected vouchers, these are special vouchers from projects that transition to vouchers PORT OUT Vouchers that started here and went elsewhere that we pay per Federal requirement PORT IN Vouchers that started at another housing authority and they are paying to reside in our jurisidiction TOTAL The total number of vouchers being utilized in our jurisidiction HAP The housing assistance paid to our local clients TPV Housing assistance paid for tenant protected clients PORT OUT housing assistance paid for clients living outside of our jurisdiction PORT IN housing assistance paid by another housing authority to live in our area TOTAL The total amount of housing assistance paid to clients under our umbrella ADMIN The administrative fee paid to the housing authority by HUD, determined by the number of vouchers used and a Federal formula PORT IN ADMIN Administrative fee paid by another housing authority to conduct the reviews on their client that lives here PORT IN HAP Housing assistance paid by another housing authority for their client that lives here HAP Housing assistance revenue paid by HUD to the housing authority to provide assistance in our area OTHER Other revenue generated that is not HUD driven FRAUD Collections from clients that owe housing assistance back to the housing authority TOTAL The total revenue collected for the given month PORT ADMIN The administrative fee we pay for another housing authority to conduct reviews on our client that lives in their area ADMIN EX The total administrative expenses for that month SCHA The administrative fee paid to Stutsman County Housing Authority for administering the program and all HUD reviews UNA Unrestricted Net Asset This is the office reserves and can be used for any general office expenses, it should not be used for housing assistance NRA Net Restricted Asset Housing assistance reserve we hold. HUD does not want the housing authority to have any NRA CASH The amount of cash the housing authortiy has in the checking account at the end of the month Shows any collections for the various account receivables, which are clients who owe the housing authority money Page 21

22 Great Plains Housing Cooperative gphc.biz Dickey Sargent Housing Authority Wells County Housing Authority Stutsman County Housing Authority Wells Sheridan Housing Authority RESOLUTION 2181 RESOLUTION OF STUSMAN HOUSING AUTHORITY TO ADOPT JOINT POWERS AGREEMENT WHEREAS, the Stutsman County and Wells County Housing Authorities have been duly established under the provisions of Chapter 2311 of the North Dakota Century Code, and are political subdivisions of the state of North Dakota; and WHEREAS, each respective Housing Authority so duly established is endowed with certain powers and duties under the provisions of Chapter 2311 of the North Dakota Century Code, including the power to make and execute contracts and other instruments necessary or convenient to exercise the powers of the authority; and WHEREAS, political subdivisions of the State of North Dakota are authorized under Chapter of the North Dakota Century Code to exercise jointly, powers that they otherwise are authorized to exercise independently; and WHEREAS, the U.S. Department of Housing and Urban Development, authorizes public housing agencies that administer a Housing Choice Voucher program to transfer administration of their program to another housing authority; and WHEREAS, the Stutsman County Housing Authority and the Wells County Housing Authority have agreed, that the Wells County Housing Authority s Wells County Housing Choice Voucher program may be more efficiently administered by accepting control of the Wells County Housing Authority s program. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Stutsman County Housing Authority to effectuate and adopt, with the Wells County Housing Authority, a Joint Powers Agreement granting the Stutsman County Housing Authority control of the administration of the U.S. Department of Housing and Urban Development s Housing Choice Voucher program in Wells County. Chairman, Board of Commissioners Date adopted Stutsman County HA Wells County HA DickeySargent County HA Wells Sheridan HA 3 2nd Ave NE Ste.2 PO Box 37 PO Box 624 PO Box 37 Jamestown, ND 5841 Carrington, ND Ellendale, ND Carrington, ND ext Fax: Fax: Fax: Fax: Page 22

23 JOINT POWERS AGREEMENT BETWEEN THE STUTSMAN COUNTY HOUSING AUTHORITY AND WELLS SHERIDAN COUNTY HOUSING AUTHORITY This Joint Powers Agreement is to be effective the 1 st day of January, 218 by and between the Stutsman County Housing Authority (SCHA), a North Dakota political subdivision and the Wells Sheridan County Housing Authority (WCHA), a North Dakota political subdivision. PURPOSE The purpose of this Agreement is to effect the transfer and subsequent administration of the WCHA s Housing Choice Voucher program to the SCHA. JOINT POWERS AUTHORITY 1. Article VII, Section 1, of the North Dakota Constitution permits two or more local political subdivisions to jointly exercise their common powers. The provisions of Chapter of the North Dakota Century Code specifically permit and, by their nature, encourage the cooperative and joint administration of government functions. 2. U.S. Department of Housing and Urban Development permits the transfer of a Housing Choice Voucher program from one public housing agency to another, upon its approval of an application to transfer, pursuant to PIH Notice The provisions of Chapter 2311 of the North Dakota Century Code allow a public housing authority To make and execute contracts and other instruments necessary or convenient to the exercise of the powers of the authority. Page 23

24 AGREEMENT 1. The WCHA hereby relinquishes and transfers its Housing Choice Voucher program for Wells County to the SCHA, effective as of the above described date. 2. This agreement is made in regards to the administration of the WCHA s Housing Choice Voucher for Wells County s program only. The WCHA will retain all other powers, responsibilities, and privileges granted it pursuant to the provisions of Chapter 2311 of the North Dakota Century Code. 3. The WCHA shall undertake to fulfill all matters required of it to effectuate the transfer of its Housing Choice Voucher program to the SCHA. 4. The SCHA shall undertake to fulfill all matters required of it to receive and administer Wells County s Housing Choice Voucher program. 5. The WCHA shall fulfill all financial requirements necessary to effectuate the transfer of its Housing Choice Voucher program, including compliance with all audits, transfers, and reviews mandated by the U.S. Department of Housing and Urban Development prior the effective date hereof. 6. The SCHA shall undertake all financial responsibility for administering the Housing Choice Voucher program in Wells Sheridan County pursuant to the instructions of the Department of Housing and Urban Development upon its approval of the transfer application, after the effective date hereof. Page 24

25 7. To effectuate the administration of Wells County s Housing Choice Voucher program by the SCHA, one board member of the WCHA must also be appointed by the Wells County Commission and approved by the SCHA to serve on the board of the SCHA. 8. This Agreement may be amended at any time by further written agreement of the SCHA and the WCHA and in accordance with any applicable Federal rules or guidelines. 9. This agreement shall be effective upon approval by resolution by the respective governing bodies of the WCHA and the SCHA, and approval by the U.S. Department of Housing and Urban Development, and shall remain in effect unless amended or terminated by mutual agreement for as long as there is a Housing Choice Voucher program to administer in Wells Sheridan County. [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] Page 25

26 The authorized representatives of the public housing authority signing below acknowledge by their signature that the governing board of their public housing authority has formally approved participation in this joint powers agreement. STUTSMAN COUNTY HOUSING AUTHORITY Name Title Date WELLS COUNTY HOUSING AUTHORITY Name Title Date Page 26

27 U.S. Department of Housing and Urban Development Office of Public and Indian Housing Special Attention: NOTICE PIH (HA) Housing Choice Voucher Program Administrators; Public Housing Issued: December 16, 215 Field Office Directors; Section 8 Financial Management Center Expires: Effective until amended, superseded, or rescinded Cross References: Notice PIH (HA) Notice PIH 2139 (HA) Notice PIH 276 (HA) Notice PIH 2125 (HA) Subject: Process for Public Housing Agency Voluntary Transfers and Consolidations of Housing Choice Vouchers, FiveYear Mainstream Vouchers, ProjectBased Vouchers and ProjectBased Certificates 1. Applicability. This notice applies to public housing agencies (PHAs) that administer the Housing Choice Voucher (HCV), ProjectBased Vouchers (PBV) and/or ProjectBased Certificates/(PBC) and FiveYear Mainstream (MS5) programs. This notice does not cover the public housing program or the Section 8 Moderate Rehabilitation (Mod Rehab) program. Please note that MS5 vouchers have not been included in prior notices; however, these vouchers are now included in HCV funding appropriations, but are still reported separately under section (mainstream Vouchers) of the Catalog of Federal Domestic Assistance. 2. Purpose. The purpose of this notice is to clarify the circumstances under which HUD will consider a voluntary transfer or consolidation of budget authority (including restricted net position (RNP), unrestricted net position (UNP) and other capital assets) 1 and corresponding baseline units for the HCV program (including PBVs, PBCs and MS5) from the divesting PHA s Consolidated Annual Contributions Contract (CACC) to the receiving or consolidating PHA(s) CACC. In a voluntary transfer one PHA s identifying number and CACC remains intact. In a consolidation, both or all of the PHAs names, CACCs and identifying numbers will be permanently terminated and replaced by a new PHA with a new name, identifying number and CACC. 3. Eligibility for HCV Transfers and Consolidations. All transfers and consolidations will be permanent and for the entire balance of one PHA s HCV program to one or more receiving PHAs. The transfer or consolidation must be between PHAs within the same metropolitan area, within the same nonmetropolitan county, or within the same state where the HCV program administration is 1 Restricted net position (RNP) and unrestricted net position (UNP) are the new accounting terminology for net restricted assets (NRA) and unrestricted net assets (UNA), respectively, based on GASB #63. Page 27

28 voluntarily shifted from a city or county PHA to its state PHA or from a state PHA to one or more of its county or city PHAs. All the divesting and receiving or consolidating PHAs are bound by fair housing requirements, including the responsibility to affirmatively further fair housing and to reduce racial and national origin concentrations. No transfers may be permitted to a PHA with a troubled Section 8 Management Assessment Program (SEMAP) performance designation, nor may transfers be permitted where a receiving PHA has failed to comply with corrective action plans to address financial or program audit findings related to the HCV program. No transfers will be permitted to a receiving agency that does not currently administer the Section 8 program. 4. Exceptions to Eligibility for HCV transfers. The Department will consider approving voluntary partial transfers only in the following cases: (1) the transfer is for the purpose of developing PBV units in an area of low poverty concentration; (2) the transfer is to a state or regional PHA; or (3) for a compelling business reason. These exceptions do not apply to consolidations. 5. Application Process for Transfers and Consolidations. At least 9 days before the requested effective date of the voluntary transfer or consolidation, both the divesting and receiving PHAs must submit letters to their respective field offices indicating agreement upon the part of the PHAs of the transfer or consolidation and the date upon which the PHAs would like the transfer to occur. The divesting PHA s letter must also include their reason for requesting this transfer. All transfers must have an effective date of either January 1st or July 1st of a given calendar year (CY). No transfers or consolidations may be retroactive. The letters must be signed by their respective Executive Directors with an accompanying board resolution. If the PHA is a unit of local government, the appropriate authorized official must sign the letter. 6. Renewal and Administrative Fee Funding Amounts for Units Transferred or Consolidated and Equity Balances. At the time of the transfer or consolidation, the divesting PHA(s) must transfer to HUD, the total budget authority on hand and accumulated RNP. The divesting PHA must contact its Financial Analyst at the FMC to identify the method of payment to HUD. However, the divesting PHA s available administrative fees and UNP must be transferred to the receiving PHA to ensure continuity of assistance to transferred families. While considering the transfer of UNP to the receiving/consolidated PHA, the Field Office will ensure the divesting PHA has properly procured and entered into a contract with an independent public accountant to conduct its closeout audit 2, and has the funds available to cover it. Or, in compelling circumstances, the divesting PHA s available administrative fees and UNP will be transferred immediately to the receiving/consolidated PHA and the Field Office may request the receiving/consolidated PHA to hold funds in escrow to be released by the receiving/consolidated PHA to the divesting PHA (or the auditor) upon HUD s acceptance of the divesting PHA s audit. HUD may assign extraordinary administrative fees (EAF), subject to availability of funds and justifiable circumstances, from the Administrative Fee setaside funds to cover closeout audit costs, and may conduct a final closeout or forensic audit of a divesting PHA, either prior or following to the transfer/consolidation. The Field Offices must contact the Housing Voucher Financial Management Division at PIH.Financial.Management.Division@hud.gov to confirm availability of EAF; however, the divesting PHA s available administrative fee, UNP, and/or other nonfederal funds must be considered first and restricted for this purpose. 2 For a PHA under the single audit threshold, a closeout audit would consist of an Independent Public Accountant (IPA) validating the ending balances prior to transfer. 2 Page 28