Stutsman County Housing Authority

Transcription

1 Stutsman County Housing Authority Dickey Sargent Housing Authority Meeting Agenda April 15, :30 PM Via Conference Call PIN 4130 (855) Access code * This is a toll-free line * Notes from previous meeting (board vote) Approval of financials (board vote) Approval of annual financials (board vote) Update on budget Update on housing issues Updates from Dave o Consortium talks o HUD visit & review of local preference Update from Teresa Other topics Adjourn Schedule of meetings for 2015 January 14, :30 PM Tuesday via call April 15, :30 PM Wednesday via call and at the bank July 15, :30 PM Wednesday via call and at the bank October 14, :30 PM Wednesday via call and at the bank nd Ave NE Suite 200 Jamestown, ND Ph: (701) Fax: (701)

2 Calendar year 2014 DSCHA January February March April May June July August September October November December Totals Counts HAP PORT OUT PORT IN Total Dollars HAP 10,341 9,968 9,877 10,481 10,509 9,161 8,977 8,330 8,078 8,050 8,676 8, ,746 PORT OUT ,038 PORT IN ,844 Total 11,476 11,103 11,012 11,616 11,644 10,296 10,112 9,465 9,167 9,139 8,988 8, ,628 Revenue ADMIN ,040 HAP ,934 OTHER FRAUD Total 11,872 16,976 12,008 6,503 12,310 7,572 12,778 13,792 12,876 11,748 11,613 6, ,985 Port admin ADMIN EX ,040 SCHA 1,526 1,526 1,662 1,662 1,662 2,293 1, , , , , , ,628 UNA 18,056 18,057 18,058 18,059 18,060 18,061 18,062 18,063 18,064 18,065 18,066 18,066 18,055 NRA 6,498 11,125 10,739 4,244 3,528 (1,209) (6) 1,844 3,864 4,837 5,816 2,498 7,348 CASH 24,554 29,182 28,797 22,303 21,588 16,852 18,056 19,907 21,928 22,902 23,882 20,564 VMS Numbers January February March April May June July August September October November December Fiscal year Quickbooks Totals Vouchers # Vouchers $ 10,341 9,968 9,877 10,481 10,509 9,161 8,977 8,330 8,078 8,050 8,676 8, ,746 Port Out # Port Out $ ,038 Port Admin $ TP Vouchers # TP Vouchers $ After 1st Total Voucher # Total Voucher $ 11,154 10,781 10,690 11,294 11,322 9,974 9,790 9,143 8,845 8,817 8,676 8, ,784 Outstanding V# Port In # Port In $ ,844 Port In Admin Fraud Admin Exp 1,567 1,567 1,703 1,703 1,703 2,334 1,784 2,798 2,010 1,957 1,957 1,957 23,040 NRA 6,498 11,125 10,739 4,244 3,528 (1,209) (6) 1,844 3,864 4,837 5,816 2,498 UNA 18,056 18,057 18,058 18,059 18,060 18,061 18,062 18,063 18,064 18,065 18,066 18,066 Cash 24,554 29,182 28,797 22,303 21,588 16,852 18,056 19,907 21,928 22,902 23,882 20,564 Vouchers Used Vouchers ACC Voucher % 75% 75% 75% 77% 79% 75% 72% 70% 66% 66% 70% 68% FY Voucher # 461 FY V ACC 636 FY Y utilize % 72% Cost per unit HUD Held reserves ,436 18,436 18,436 18,436 Total NRP 6,498 11,125 10,739 4,244 3,528 (1,209) (6) 1,844 22,300 23,273 24,252 20,934

3 Calendar year 2015 DSCHA January February March April May June July August September October November December Totals Counts HAP PORT OUT PORT IN Total Dollars HAP 9,437 11,128 10, ,653 PORT OUT PORT IN Total 9,437 11,128 10, ,653 Revenue ADMIN ,445 HAP ,792 OTHER 0 - FRAUD 0 - Total 10,800 10,528 10,528 8, ,237 Port admin ADMIN EX ,445 SCHA 1,895 1,775 1, ,445 UNA 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 NRA 603 (1,772) (3,107) 5,274 5,274 5,274 5,274 5,274 5,274 5,274 5,274 5, CASH 20,559 18,184 16,849 25,230 25,230 25,230 25,230 25,230 25,230 25,230 25,230 25,230 VMS Numbers January February March April May June July August September October November December Fiscal year Quickbooks Totals Vouchers # Vouchers $ 9,125 11,128 10, ,341 Port Out # Port Out $ Port Admin $ TP Vouchers # TP Vouchers $ After 1st Total Voucher # Total Voucher $ 9,125 11,128 10, ,341 Outstanding V# Port In # 1-1 Port In $ Port In Admin Fraud Admin Exp 1,895 1,775 1, ,445 NRA 603 (1,772) (3,107) 5,274 5,274 5,274 5,274 5,274 5,274 5,274 5,274 5,274 UNA 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 19,956 Cash 20,559 18,184 16,849 25,230 25,230 25,230 25,230 25,230 25,230 25,230 25,230 25,230 Vouchers Used Vouchers ACC Voucher % 75% 77% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% FY Voucher # 81 FY V ACC 636 FY Y utilize % 13% Cost per unit #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 375 HUD Held reserves 18,436 18,436 18,436 18,436 18,436 18,436 18, Total NRP 19,039 16,664 15,329 23,710 23,710 23,710 23,710 5,274 5,274 5,274 5,274 5,274 Proposed budget per HUD Total Meetings Board Member Attendance January April July October Karen Anderson 1 x Diane Henningsen 1 x Deb Tank 1 x Laurie Wang 0 DeeAnn 0

4 Dickey/Sargent Counties (ND052) Ellendale, ND Entity Wide Balance Sheet Summary Submission Type: Unaudited/No Audit Fiscal Year End: 12/31/ Housing Choice Vouchers Subtotal Total 111 Cash - Unrestricted 112 Cash - Restricted - Modernization and Development $18,108 $18,108 $18, Cash - Other Restricted 114 Cash - Tenant Security Deposits $823 $823 $ Cash - Restricted for Payment of Current Liabilities 100 Total Cash $18,931 $18,931 $18, Accounts Receivable - PHA Projects 122 Accounts Receivable - HUD Other Projects 124 Accounts Receivable - Other Government 125 Accounts Receivable - Miscellaneous 126 Accounts Receivable - Tenants Allowance for Doubtful Accounts -Tenants Allowance for Doubtful Accounts - Other 127 Notes, Loans, & Mortgages Receivable - Current $1,367 $2,988 -$2,988 $1,367 $2,988 -$2,988 $1,367 $2,988 -$2, Fraud Recovery Allowance for Doubtful Accounts - Fraud 129 Accrued Interest Receivable 120 Total Receivables, Net of Allowances for Doubtful Accounts $1,367 $1,367 $1, Investments - Unrestricted 132 Investments - Restricted 135 Investments - Restricted for Payment of Current Liability $525 $525 $ Prepaid Expenses and Other Assets 143 Inventories Allowance for Obsolete Inventories 144 Inter Program Due From 145 Assets Held for Sale 150 Total Current Assets $20,823 $20,823 $20, Land 162 Buildings 163 Furniture, Equipment & Machinery - Dwellings 164 Furniture, Equipment & Machinery - Administration 165 Leasehold Improvements $3,667 $3,667 $3, Accumulated Depreciation 167 Construction in Progress -$3,311 -$3,311 -$3, Infrastructure 160 Total Capital Assets, Net of Accumulated Depreciation $356 $356 $ Notes, Loans and Mortgages Receivable - Non-Current 172 Notes, Loans, & Mortgages Receivable - Non Current - Past Due 173 Grants Receivable - Non Current 174 Other Assets 176 Investments in Joint Ventures 180 Total Non-Current Assets $356 $356 $ Deferred Outflow of Resources 290 Total Assets and Deferred Outflow of Resources $21,179 $21,179 $21, Bank Overdraft 312 Accounts Payable <= 90 Days $400 $400 $ Accounts Payable >90 Days Past Due 321 Accrued Wage/Payroll Taxes Payable 322 Accrued Compensated Absences - Current Portion 324 Accrued Contingency Liability 325 Accrued Interest Payable 331 Accounts Payable - HUD PHA Programs 332 Account Payable - PHA Projects 333 Accounts Payable - Other Government 341 Tenant Security Deposits 342 Unearned Revenue 343 Current Portion of Long-term Debt - Capital Projects/Mortgage Revenue 344 Current Portion of Long-term Debt - Operating Borrowings

5 345 Other Current Liabilities 346 Accrued Liabilities - Other 347 Inter Program - Due To 348 Loan Liability - Current 310 Total Current Liabilities $400 $400 $ Long-term Debt, Net of Current - Capital Projects/Mortgage Revenue 352 Long-term Debt, Net of Current - Operating Borrowings 353 Non-current Liabilities - Other 354 Accrued Compensated Absences - Non Current 355 Loan Liability - Non Current 356 FASB 5 Liabilities 357 Accrued Pension and OPEB Liabilities 350 Total Non-Current Liabilities 300 Total Liabilities $400 $400 $ Deferred Inflow of Resources Net Investment in Capital Assets Restricted Net Position Unrestricted Net Position 513 Total Equity - Net Assets / Position $356 $822 $19,601 $20,779 $356 $822 $19,601 $20,779 $356 $822 $19,601 $20, Total Liabilities, Deferred Inflows of Resources and Equity - Net $21,179 $21,179 $21,179

6 Dickey/Sargent Counties (ND052) Ellendale, ND Entity Wide Revenue and Expense Summary Submission Type: Unaudited/No Audit Fisca Housing Choice Vouchers Subtotal Net Tenant Rental Revenue Tenant Revenue - Other Total Tenant Revenue HUD PHA Operating Grants $136, Capital Grants Management Fee Asset Management Fee Book Keeping Fee Front Line Service Fee Other Fees Total Fee Revenue $136, Other Government Grants Investment Income - Unrestricted $ Mortgage Interest Income Proceeds from Disposition of Assets Held for Sale Cost of Sale of Assets Fraud Recovery $ Other Revenue $3, Gain or Loss on Sale of Capital Assets Investment Income - Restricted $ Total Revenue $141,322 $1 $500 $3,846 $1 $141, Administrative Salaries Auditing Fees Management Fee Book-keeping Fee Advertising and Marketing Employee Benefit contributions - Administrative Office Expenses Legal Expense Travel Allocated Overhead Other $21,586 $21,586

7 91000 Total Operating - Administrative $21,586 $21, Asset Management Fee Tenant Services - Salaries Relocation Costs Employee Benefit Contributions - Tenant Services Tenant Services - Other Total Tenant Services Water Electricity Gas Fuel Labor Sewer Employee Benefit Contributions - Utilities Other Utilities Expense Total Utilities Ordinary Maintenance and Operations - Labor Ordinary Maintenance and Operations - Materials and Other Ordinary Maintenance and Operations Contracts Employee Benefit Contributions - Ordinary Maintenance Total Maintenance Protective Services - Labor Protective Services - Other Contract Costs Protective Services - Other Employee Benefit Contributions - Protective Services Total Protective Services Property Insurance Liability Insurance Workmen's Compensation All Other Insurance Total insurance Premiums Other General Expenses Compensated Absences Payments in Lieu of Taxes Bad debt - Tenant Rents Bad debt - Mortgages Bad debt - Other Severance Expense

8 96000 Total Other General Expenses Interest of Mortgage (or Bonds) Payable Interest on Notes Payable (Short and Long Term) Amortization of Bond Issue Costs Total Interest Expense and Amortization Cost Total Operating Expenses $21,586 $21, Excess of Operating Revenue over Operating Expenses $119,736 $119, Extraordinary Maintenance Casualty Losses - Non-capitalized Housing Assistance Payments $120, HAP Portability-In $3, Depreciation Expense $ Fraud Losses $ Capital Outlays - Governmental Funds Debt Principal Payment - Governmental Funds Dwelling Units Rent Expense Total Expenses $146,785 $120,551 $3,846 $483 $319 $146, Operating Transfer In Operating transfer Out Operating Transfers from/to Primary Government Operating Transfers from/to Component Unit Proceeds from Notes, Loans and Bonds Proceeds from Property Sales Extraordinary Items, Net Gain/Loss Special Items (Net Gain/Loss) Inter Project Excess Cash Transfer In Inter Project Excess Cash Transfer Out Transfers between Program and Project - In Transfers between Project and Program - Out Total Other financing Sources (Uses) Excess (Deficiency) of Total Revenue Over (Under) Total Expenses -$5,463 -$5, Required Annual Debt Principal Payments Beginning Equity $26, Prior Period Adjustments, Equity Transfers and Correction of Errors Changes in Compensated Absence Balance Changes in Contingent Liability Balance Changes in Unrecognized Pension Transition Liability $26,242

9 11080 Changes in Special Term/Severance Benefits Liability Changes in Allowance for Doubtful Accounts - Dwelling Rents Changes in Allowance for Doubtful Accounts - Other Administrative Fee Equity $19,956 $19, Housing Assistance Payments Equity $ Unit Months Available Number of Unit Months Leased Excess Cash Land Purchases Building Purchases Furniture & Equipment - Dwelling Purchases Furniture & Equipment - Administrative Purchases Leasehold Improvements Purchases Infrastructure Purchases CFFP Debt Service Payments Replacement Housing Factor Funds $

10 al Year End: 12/31/2014 Total $136,974 $1 $500 $3,846 $1 $141,322 $21,586

11 $21,586

12 $21,586 $119,736 $120,551 $3,846 $483 $319 $146,785 -$5,463 $26,242

13 $19,956 $

14 Housing Authority Management Contract CONSORTIUM AGREEMENT This Joint Powers Agreement (the Agreement), is made and entered into by and between the **** XYZ housing authorities **** effective January 1, Witnesseth Whereas, **** are duly established Housing Authorities and area authorized to transact business and exercise their powers under North Dakota Century Code ; and Whereas, **** both have the purpose to provide decent, safe, sanitary and affordable housing to low and moderate income families include the elderly, handicapped and disabled individuals; and Whereas, **** have both elected to exercise the authority pursuant to NDCC to accept and administer Federal Housing Program funds for the operation of a housing choice voucher program within the state of North Dakota; and Whereas, under NDCC housing authorities activated hereunder may jointly agree to exercise any or all powers conferred upon them individually and such joint agreements may be executed without the necessity of future notice or hearing; and Whereas, housing authorities may join or cooperate with one another in the exercise of any or all of the powers conferred upon them for the purpose of financing, planning, undertaking construction, or operating a housing project or projects located within the area of operation of one or more of such housing authority; and Whereas, SCHA is a duly formed housing authority of the State of North Dakota, organized and existing under NDCC chapter and has significant experience with the Section 8 Housing Assistance Programs, Housing and Redevelopment staff, equipment and transportation; and Whereas, SCHA is authorized to administer in Stutsman and Logan Counties on behalf of the Department of Housing and Urban Development, the Section 8 Housing Choice Voucher Rental Assistance Program, hereinafter referred to as the Program, pursuant to Section 8 of the United States Housing Act of 1937, as amended by the Housing and Community Development Act of 1974, hereinafter referred to as the ACT; and Whereas, DSCHA is authorized to administer in Dickey & Sargent Counties, on behalf of the State of North Dakota, the Program pursuant to Section 8 of the Act, in accordance with the contract dated; and Whereas, **** have an existing Joint Powers Agreement, and both parties agree to the revised agreement; and Now, therefore, in consideration of the mutual covenants and conditions set forth below, the parties agrees as follows: 1. The **** hereby assigns its rights and delegates its duties and obligation for administering the Housing and Urban Development (HUD) Section 8 Housing Choice Voucher Program within **** County to the GPHC, and further assigns such powers and duties pursuant to NDCC as shall be necessary for **** to carry out the foregoing purposes and to undertake, prepare, carry out, apply for, and operate projects and to provide for the

15 Housing Authority Management Contract construction, reconstruction, improvement, extensions, alterations or repair of any project or part of. 2. The **** hereby agrees to accept the assignment of the **** s rights, and to accept the delegation of the duties and obligations of administering the HUD Section 8 Housing Choice Voucher Program within said county. 3. SCHA shall claim the Administrative Fee and all associated costs will be paid through SCHA as an operating expense. An administrative fee split will be negotiated with any housing authority that might have public housing and require separate management of that program. The Administrative Fee split will be renegotiated on an annual basis. 4. The Agreement shall be effective on July 1, 2015, and continue until June 30, 2020, and/or terminated after the initial five year period. The parties agree to use and coordinate their respective best efforts to affect the appropriate HUD contracts/agreements between the SCHA and HUD. 5. Either party may terminate this Agreement by giving written notice to the other at least one year before any proposed termination date. All Section 8 Vouchers will be owned by GPHC. If there is a termination or separation of GPHC, the housing authorities would receive their housing vouchers back or the equal percentage back if HUD re-benchmarks the housing authorities. 6. The administration of the assigned HUD Section 8 Housing Choice Voucher Program shall be carried out by the GPHC and any employee or agent thereof. 7. The GPHC shall be solely liable for any of its acts or omissions, or those of is directors, officers, employees, or agents, in administering the HUD Section 8 Housing Choice Voucher Program undertaken by it. GPHC agree that any costs associated with indemnifying DSCHA, its directors, officers, employees or agents shall not be paid out of any funds received from the U.S. Department of Housing and Urban Development (HUD) or its successor agency through GPHC Annual Contributions Contract with HUD. 8. The GPHC shall use its best efforts to continuously make HUD Section 8 Housing Choice Vouchers assistance available in all counties to the extent that GPHC has assistance available in a reasonable amount for said county. The GPHC accepts to undertake the rights, duties, and obligations of the GPHC in the administration of the HUD Section 8 Housing Choice Voucher Program housing assistance intended for utilization in the adopting counties. 9. This Agreement constitutes the entire agreement between the parties, and incorporates by reference the provisions of the Management Contract adopted by the parties on July 1, No waiver, consent, modification, or change of terms of this Agreement shall bind the parties unless in writing and signed by the parties. Such waiver, consent, modifications or change, if made, shall be effective only in the specific purposes given. There are no understandings, agreements, or representations, oral or written, no specified herein regarding this Agreement. The parties hereby acknowledge that they have read this Agreement, understand it, and agree to be bound by its terms and conditions. 10. The parties agree that if any term or provision of this Agreement is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular term or provision held to be invalid. 2

16 Housing Authority Management Contract Date: 3 XYZ Housing Authority By: Printed name: Title: Board of Commissioners President Attest: Title: Date: Stutsman County Housing Authority By: Printed name: Title: Board of Commissioners President Attest: Title:

17 Housing Authority Management Contract MANAGEMENT CONTRACT FOR MANAGEMENT AND OPERATION OF FEDERALLY ASSISTED HOUSING Parties In consideration of the covenants herein contained, the Dickey Sargent Housing Authority (hereinafter called the Housing Authority) and the Stutsman County Housing Authority (hereinafter called the Contractor) agrees as follows: 4 Housing authority grant The Housing Authority hereby employs the Contractor to operate and manage according to the local Housing Authority policy, the program known as the Section 8 Housing Choice Voucher Program (hereinafter called the Program) upon the terms and conditions set forth. Contractor acceptance The Contractor accepts this contract for the period and upon the terms within provided and agrees to exert its best efforts faithfully and diligently to perform the specified service and furnish the specified facilities, materials and labor. Said services, in general, involve the management of the Program which was developed or acquired pursuant to the provisions of the United States Housing Act, the state purpose of which is to provide decent, safe and sanitary housing for families with very low incomes via the Section 8 Housing Choice Voucher Program. Liaison and supervision The Contractor or its representative may be required to appear and act as Secretary at all regular meetings of the Board of Commissioners of the Housing Authority. Instructions and policies The Contractor agrees to abide by all instructions relative to the management of the Program issued from time to time by the Housing Authority, and adhere to all operating policies that have been or may be adopted and promulgated by the Housing Authority; however, with respect to such instructions and policies, the Contractor shall have the right to make recommendations and representations to the Housing Authority prior to their issuance or adoption, or to recommend subsequent changes or amendments. The Contractor also agrees to comply with all rules, regulations and policies of HUD. Access to programs and records The Housing Authority, Department of Housing and Urban Development (called HUD) and the Comptroller General of the United States, or their duly authorized representatives, shall have full and free access to the Program and to all books, documents, papers and records of the Contractor that are pertinent to its operation, including the right to audit, and to make excerpts and transcripts from such books and records. Budgets and budget revisions

18 Housing Authority Management Contract At least 90 days prior to the end of any budget period, the Contractor shall have prepared and submitted an operating budget for the next fiscal year to the Housing Authority for their approval. The exception is the initial year for the consortium. 5 The Contractor or the Housing Authority may at any time initiate proposed revisions in HAP funds and administrative fees to HUD. Such revisions shall become effective upon approval by the Housing Authority and HUD. The approved Operating Budget, with approved revisions, if any, shall govern the Contractor s management operations during the fiscal year. Operating expenses The contractor will supervise the payment of all operating expenses properly incurred pursuant to an approved budget for Housing Assistance Payments and Administrative Expense. Tenant income reexamination The Contractor shall cause to be made re-examinations of tenant income annually, as required by HUD, and shall initiate any rental changes necessary as a result of the re-examination. Tenant accounting The Contractor shall be responsible for maintaining the books of accounts and filing HUD required financial statements. The Contractor is also responsible for preparing and singing HUD required management forms. Bond The Contractor shall furnish the Housing Authority with a fidelity bond issued by the state of North Dakota, in amount required by law, indemnifying the Housing Authority against loss, theft, embezzlement or other fraudulent acts on the part of the Contractor and the Contractor s employees. The bond shall be furnished in the form prescribed by the State of North Dakota. Workmen s Compensation The Contractor shall secure and maintain Workmen s Compensation coverage upon its administrative personnel. Liability coverage Liability insurance policies purchased by the Housing Authority 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 grounds of immunity of the Housing Authority from suit. Equal employment opportunity

19 Housing Authority Management Contract During the performance of this contract, the Contractor agrees not to discriminate against any employee or applicant because of race, color, national origin, religion, sex, disability, familial status, marital status, age or source of income. 6 Conflict of interest No member, officer, or employee of the Housing Authority, nor member of the governing body of the locality in which the Program is situated, nor member of the governing body of the locality in which the Local Authority was activated, nor other public official of such locality or localities who exercises any functions or responsibilities with respect to the Program, during its tenure or for one year thereafter, shall have any interest, direct or indirect, in the Contract or the proceeds thereof. Term This contract will commence on July 1, 2015 and shall continue for a term of five years, at which time housing authorities can modify or terminated the contract in accordance with HUD s consortium guidance in PIH , and shall be automatically renewed from year to year thereafter. Termination Either party to this contract, after it has been in effect five (5) years, may elect to cancel and terminate this contract at the close of business on the last calendar day of the month by giving to the other party not less than one (1) year written notice of the decision to so terminate this contract. The said one (1) year shall be computed from the date of mailing of such notice. In the event of the termination of the Annual Contributions Contract (ACC), this contract shall automatically terminate simultaneously with the termination. Notwithstanding the provisions of the paragraph, if the Contractors or any of its agents or employees shall fail to perform the specified services and furnish the specified facilities, materials and labor, the Housing Authority Officers may find the Contractor to be in default under the provisions of this clause. Upon default by the Contractor, the Housing Authority shall have the right forthwith to cancel and terminate this contract by giving written notice to the Contractor. Such notice to the Contractor shall be by registered mail addressed to the Contractor s address and shall set forth the manner in which the Contractor has failed to comply with the terms and conditions of this contract. In the event of termination of this contract as provided above, the Contractor shall be entitled to receive compensation earned hereunder for management services rendered as herein provided up the date such termination becomes effective.

20 Housing Authority Management Contract CONSORTIUM PROPOSAL DUTIES Ramsey County Housing Authority and Stutsman County Housing Authority are proposing a consortium of their respective housing authorities and their contracted housing authorities of Cooperstown, Cavalier County, Foster County, and Dickey Sargent. The combine housing authority would be named the Great Plains Housing Consortium. 7 The consortium will be established to allow sharing between regions of various expertise and resources. The northern region will operate through Ramsey County Housing Authority s public housing operation. That organization will receive administrative funds monthly, but the voucher payments will run through GPHC/SCHA. Legal identity The legal identity will be Stutsman County Housing Authority. Great Plains Housing Consortium is an entity created solely for HUD s purposes of contracting Section 8 Vouchers. The tax forms, direct deposits, insurances, and other legal items will be through Stutsman County Housing Authority. Local identity Although the overall housing authority will be Great Plains Housing Consortium, each housing authority will keep their local name, employees, and vouchers. For example, the Foster County Housing Authority is a subsidiary of the Great Plains Housing Consortium. Great Plains Housing Consortium will be registered in North Dakota as a trade name, in other documents listed as DBA. Each housing authority will retain their HUD housing identification, employer identification number (EIN), DUNS registration, and all other separate registrations. Regions The Great Plains Housing Consortium will be split into two regions to help facilitate the housing programs and effectively manage employees. Northern region

21 Housing Authority Management Contract The northern region will comprise of Cavalier County Housing Authority, Cooperstown Housing Authority, and Ramsey County Housing Authority (Section 8 portion). The northern region will be operated through Ramsey County Housing Authority. 8 Southern region The southern region will comprise of Dickey Sargent Housing Authority, Foster County Housing Authority, and Stutsman County Housing Authority. The southern region will be operated through Stutsman County Housing Authority. If other housing authorities join the consortium, the regional directors will decide which region the new housing authorities will correspond. Financials Admin budgets Each regional office will have a budget. In order to help facilitate efficient use of administrative funds, the regional offices will collect 100% of the admin funds from the smaller housing authorities. This serves four purposes: First, it helps guarantee services and competitive wages by combining in a group. The regional offices can help provide training, coverage, etc, in the case when an employee is not present at the local office; Second, it provides seamless financial transactions without needing to file back and forth the amounts and transferring dollars between accounts; Third, using the full amount of administrative dollars helps illustrate the true costs in running these programs, and may provide help in getting additional administrative dollars; Fourth, employees will become employees of one of their respective regional housing authority. This provides better documentation for insurance coverage, tax liability, tax filings, etc. Voucher budgets HUD will create a new Annual Contribution Contract (ACC) with the GPHC that will combine the contracted amounts for all participating housing authorities. Credit card Employees will be given a credit card to cover day to day expenses. Each month, employees will need to submit their receipts to the respective regional office. Auditing The two regional offices are required to complete an annual audit. Information regarding the participating housing authorities may also be reviewed at that time. The regional housing authorities will be responsible for complete the unaudited submission to HUD for all housing authorities.

22 Housing Authority Management Contract Financial system Each region will set up accounts to process payments properly, and receive HUD deposits in an orderly fashion. In accordance with HUD regulations, GPHC will set up the proper accounts to track reserves and cash. Ramsey County and Stutsman County offices will have checks ready to print for business purposes. The counties will have checking numbers that are separated to reduce the chances of duplicate checks. Participating housing authorities are required to change their HUD deposit information to direct deposits to the overall checking account. 9 Each housing authority will also maintain the existing local checking account and maintain a balance of $500. This account will be used for fraud collection and misc. income. Housing authorities will then write a check or use bill pay to send the amounts to the overall accounts on a quarterly basis. Accounting We will move all accounting to QuickBooks, and all accounting will be done following GAAP. Each housing authority will have a department code and separate books within the overall system. Annual reports, goals, etc. All annual reports, goals, etc. will be developed as a unified system under the GPHC. In the annual report, each office will have an opportunity to write highlight the past year and goals for the upcoming year. Fiscal year Participating housing authorities will be encouraged to change their fiscal year to start on July 1. Since this is a complicated process, housing authorities will not be required to change their fiscal year. Vouchers Vouchers will have an established budget based on the percentages explained in early paragraphs. When all parties have reached an agreement, the percentage will be finalized. Documentation will be established detailing the voucher numbers for the existing housing authorities. If any party decides to leave the Great Plains Housing Consortium, they can do so with their established vouchers. Vouchers become property of the GPHC and therefore can be transferred between counties and areas described in the housing consortium without requiring portability. Port in / Port out outside GPHC Unfortunately, there are times that resident may request they want to port out to another housing authority. Under HUD guidelines, housing authorities must allow this unless they can document they do not have the financial support. GPHC executives will review each port-out and the policies to make sure it is viable. In addition, we will work with other housing authorities to reduce costs when possible.

23 Housing Authority Management Contract If someone wants to port into the GPHC, the housing authority office needs to determine if they have the financials to support that household in the area. If there isn t enough financial support, the housing authority director can ask GPHC executives if there are funds available. Each port-in will be reviewed to determine if GPHC will absorb or bill on a case-by-case basis. 10 Reporting to HUD HUD requires immediate attention at times with varying questions. HUD will have multiple points of contact if information is requested in an urgent time frame. All documentation to HUD and reports will fall under the Great Plains Housing Consortium. Software Emphasys All housing authorities will use the Emphasys Elite system for housing information. Letters and other documents may be developed with Emphasys or separately. Emphasys will create the direct deposit files and checks for housing assistance payments, and the 1099 documents for landlords. Quickbooks Great Plains Housing Authorities will use Quickbooks software for financial purposes. The Quickbooks software interacts with Bank Forward in helping reconcile. Microsoft Office & PDFs In an effort to standardize forms and use them across offices, GPHC will use Microsoft Office products and require employees to use Word for most documents. However, when possible we will use PDF files and forms to ensure the information stays the same. Other software GPHC may implement other software and programs across all housing authorities. GPHC will notify all employees via and give a 60 day notice prior to full implementation. Boards Housing authority board Each current board (also known as commissions) will remain. All board members will be given a stipend of $25 per meeting. Board members must be approved in accordance to their bylaws. Meeting schedules Regional offices will meet every other month and the other housing authorities will meet quarterly. This will provide efficient meeting schedules and information sharing. Housing Authority Meeting frequency Stutsman County Housing Quarterly Dickey Sargent Housing Quarterly Foster County Quarterly Ramsey County Quarterly

24 Housing Authority Management Contract Cavalier County Cooperstown Great Plains Housing Consortium Quarterly Quarterly Bi-Monthly 11 Resident advisory board HUD requires housing authorities to have a resident advisory board or a board of commissioner who represents the residents. GPHC will work towards achieving this goal for all participating housing authorities. Payroll & Benefits Payroll Implement payroll for the 5 th and 20 th of each month. Payroll information will be due on the 15 th and last day of the month prior payroll date. When implemented, GPHC will pay the full amount for the first two weeks, then use leave on the next paycheck. GPHC will utilize direct deposit for paychecks. NDPERS Full time employees and part-time employees who have 20 hours or more per week will be eligible for the ND PERS benefits for health and retirement. Employees can elect not to participate in the NDPERS benefits. Since the NDPERS account is under SCHA, existing SCHA policies and contributions must remain in effect due to federal legal changes and NDPERS requirements. Aflac Employees will have the ability to participate in Aflac benefits if they choose. Aflac benefits are a pre-tax benefit and will be deducted from the employee s pay each period. Public housing Public housing will remain separate from the consortium. GPHC can elect to either have the public housing contract with GPHC to manage, or the public housing will administer the voucher program. Regions & Directors Since Great Plains Housing Consortium will cover a large area, there will be a north and south region. In addition, the two directors of those regions will have new titles to reflect in their new duties. The north region will be based out of Devils Lake with Paula Schuh serving as the Region Executive Director. The south regional will be based out of Jamestown with David Klein serving as the Region Executive Director Positions & Titles

25 Housing Authority Management Contract All positions will remain and GPHC will work ensure local presence at offices when possible. Some position titles will change to reflect the newly created housing authority. Those who are sole providers at a local office will remain as Executive Directors. Those who control just Section 8 Vouchers or Public Housing under the direction of an Executive or Regional Director will be considered a Program Manager (there will no longer be a position of Assistant Director since Regional Directors will be assisting each other). Other titles will be re-evaluating to ensure proper placement in the organization, pay, and worker s compensation classification. 12 Personnel manual The regional offices will develop personnel manuals that will cover the personnel for their respective areas. When possible, the regional offices will utilize the host county s personnel manual. Other business Other business services that housing authorities provide will continue under the GPHC and their local names. Income from those services will go towards that local housing authority s office and their respective budget and reserves. By-laws Each housing authorities participating in the GPHC shall adopt common language in the bylaws. Electronic payment Landlords will be required to receive housing assistance payments via direct deposit. Employees will receive paychecks and reimbursements via direct deposit. Utility assistance payments Participating housing authorities will be required to pass a policy sending utility assistance payments to a utility company and not the tenant. Electric companies will be the preference for utility assistance payments. Admin plan All housing authorities will utilize the adopted Section 8 Admin Plan that was developed over the spring of The GPHC board and employees will decide on what local policies to implement into the admin plan. Forms When possible, the participating housing authorities will use common forms, letters, packets, etc. to save costs and ease processing. Other information The consortium will take time and other documents will require GPHC executives to determine how each case will be handled. There are numerous organizations and accounts where information will be changed to reflect the new organization.

26 Housing Authority Management Contract 13 Date: XYZ Housing Authority By: Printed name: Title: Board of Commissioners President Attest: Title: Date: Stutsman County Housing Authority By: Printed name: Title: Board of Commissioners President Attest: Title:

27 Great Plains Housing Consortium CONSORTIUM CONCEPT: HUD created a consortium rule for the housing choice voucher program under PIH rule We would like to create a large consortium to help create a more efficient method of administrating the housing vouchers across a large region in North Dakota. The consortium would share an overall board, five year plan, PIC, VMS, SEMAP, HUD budgeting for both administration and housing assistance payments, and many other HUD items. This includes ND NAHRO membership, training, and other affiliations. The consortium will have common forms and packets. This will help save costs and get appropriate materials in the hands of clients, landlords, and others. A common application will help those applying for assistance get their questions answered by anyone within the consortium. Another shared part would be the HCV (Housing Choice Voucher) Admin plan. ND NAHRO members wrote a new admin plan in 2012 and have made several updates. This new plan would cover the consortium and have common rules that are approved via HUD and the overall board. This ensures that we are running a program the same across the board, providing services like hearings, and consistently making decisions using policy and not story. FREQUENTLY ASKED QUESTIONS (FAQS): Why do this? HUD s continued up and down budgeting and use it or lose it methods are making it difficult for small and medium sized housing authorities to continue operating. In 2014, HUD took away the net reserve assets fund that all housing authorities used to balance any over spending on housing assistance. HUD wants the housing authorities to spend that money out of their office budget first, and then request it back. But the housing authority must demonstrate that the need for the funds despite already spending it. HUD continues to force rules that impact the administrative funds and make it impossible to continue operating. Housing authorities are also seeing more restrictions on board members, making it difficult to find people that want to serve. Why not be ahead of the game and make ourselves large enough that HUD cannot force the smaller housing authorities out of business? Why not use HUD s rules to preserve the services we already provide and look for ways to expand? Why wait until you are broke? What is already established? Stutsman County Housing Authority and Ramsey County Housing Authority have an informal consortium. SCHA and RCHA have joint power agreements to administer housing authorities in their regions. HUD does not recognize the informal consortium as a true consortium. Each housing authority under the JPA and other agreements still has a separate set of books, rules, financials, HUD code, submissions, etc. What is the difference between JPA & consortium? A JPA, or joint powers agreement, is an agreement that two or more housing authorities enter into and share the power to administrate programs. The housing authorities essentially are ran separately but with shared staff. Housing authorities can leave the JPA with a proper notice and return to their previous state. A consortium creates a new housing authority that has one set of books, policies, employees, etc. All bank accounts and documentation are merged under this new group. Housing authorities must be part of the consortium for a five year period. Won t you take all of the money? No, our goal is to continue the local services by helping get people on the program in the smaller communities. Where it has been difficult to add people with a limited budget, the consortium can utilize dollars across the counties with ease and little paperwork. We realize that no one wants their programs to go away, so this is one way to preserve them. We consider housing assistance an essential services like Social Services and we must maintain a level of support in the rural areas.

28 What is different this time? HUD has created rules allowing consortiums to form under PIH rule This allows for each existing housing authority board to have a say in the consortium and help preserve the current housing authorities. Who makes the decisions? The Stutsman County Housing Authority Executive Director will be in charge of the consortium and be considered the CEO. There will be a Consortium board that approves documentation for HUD on behalf of the organization and the county boards. The existing boards will appoint one person to serve on the Consortium board. The Consortium board will meet every other month to approve financials, board resolutions, policies, and other items for HUD. The existing boards will meet quarterly to review financials and make recommendations to the consortium board. There will be a special Consortium Policy Committee that will have one person from each existing board. That committee will meet quarterly and on special occasions when policies need updating. Your local county government will still continue to appoint your board members. Will I keep my job? Yes. It is our intentions to keep everyone on staff. We may review some of the hours and reassign duties to help process applications, input rent reasonables, etc. We want to keep a local presence when possible and keep the program knowledge. Will I get job benefits? This is where things get difficult. If you are currently receiving NDPERS benefits (health and retirement) we will absorb the benefits and pay those out. If you do not receive NDPERS benefits, we will review if the consortium can financially support the benefits package and what other benefits to provide. The NDPERS benefits package will be under Stutsman County Housing Authority s account. That requires an employee contribution for a family plan (both part and full time employees), and a single plan if the person is part time. Part-time is defined as 20 hours or more per week. The housing authority pays the full amount for the retirement package. How long does this last? HUD requires that a housing consortium last at least five (5) years before any changes be made in its membership. Can we get out later? Only after the five year period. The Consortium would negotiate new reserve accounts, vouchers, etc. if a housing authority decides to leave after the five years. Will there be a local bank account for smaller transactions? The admin reserves and any housing assistance reserves would be transferred to Bank Forward in Jamestown. But each housing authority will retain a small local checking account to be used for repayment agreements and HAP repayments only. All bills will be covered through the shared account and paid via bill pay or direct deposit when possible. How will accounting & auditing work? The accounting will be done through QuickBooks online and all reports available to the various boards. A fee accountant through Emphasys will conduct the year-end closeout and review. In addition, the consortium will go through a formal audit each year. Bill will be paid through the two regional housing authority centers. Housing assistance payments will be paid through direct deposit only. This way landlords receive their payments on a specific date and we reduce down on the amount of outstanding checks. Utility assistance payments will go out as a check to the utility provider and not the client. The housing authority prefers the checks go to the electrical provider, which helps households maintain eligibility for heating assistance. Payroll will run twice a month on the 5 th and 20 th of each month with all payroll information due on the 15 th and end of the month. How will we transfer vouchers to the consortium? HUD will run a script changing the current housing authority code to the consortium code and make all employees of the consortium eligible for EIV and other systems under that one code. Emphasys Software will run a code and move all