2025 Action Item Report 2025-11 CITY OF HOPKINS
HRA Report 2025-11
To: Honorable Chair and Board Members
Mike Mornson, City Manager
From: Muse Mohamed, Executive Director
Date: 11/18/2025
Subject: Authorizing the Voiding of Reversed HRA Checks
_____________________________________________________________________
RECOMMENDED ACTION
MOTION TO APPROVE RESOLUTION AUTHORIZING THE VOIDING OF
REVERSED HRA CHECKS BY THE FINANCIAL INSTITUTION.
OVERVIEW
The Hopkins Housing and Redevelopment Authority (HRA) maintains bank accounts to
manage federal public housing funds. During the October 2025 bank reconciliation, it
was discovered that a series of issued checks has been reversed by the
financial institution. The reversals occurred due to an issue relating to the Positive Pay
system, which are designed as fraud prevention control.
Although the checks were reversed, they remain listed as outstanding in the HRA
accounting records. This discrepancy could lead to inaccurate financial reporting and
potential duplicate disbursements.
RECOMMENDATION
Staff recommends that the board adopt Resolution 560 authorizing the voiding of all
checks identified in Exhibit A, which were reversed by the financial institution in the
October 2025 reconciliation due to a Positive Pay system error.
SUPPORTING INFORMATION
•Resolution 560
•Exhibit A
Department
HRA
HOPKINS HOUSING AND REDEVELOPMENT AUTHORITY
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 560
RESOLUTION AUTHORIZING THE VOIDING OF REVERSED HRA
CHECKS BY THE FINANCIAL INSTITUTION
WHEREAS, The Hopkins Housing and Redevelopment Authority (“HRA”) maintains
bank accounts for the purpose of managing federal public housing funds; and
WHEREAS, during the October 2025 bank reconciliation, it was identified that a series
of issued checks were reversed by the financial institution due to a technical issue
related to the Positive Pay system, which serves as a fraud prevention control, and
WHEREAS, the financial institution’s reversal of these transactions means the affected
checks are no longer valid for payment but still remain listed as outstanding in the HRA
accounting records; and
WHEREAS, to maintain accurate financial reporting, prevent duplicate disbursement,
and ensure compliance with federal audit and internal control standards, it is necessary
for the Board to formally authorize the voiding of the these reversed checks; and
WHEREAS, the HRA intends to reissue new checks, as needed, to ensure all legitimate
payments are completed properly,
NOW THEREFORE BE IT RESOLVED, by the Board of Commissioners of the Hopkins
Housing and Redevelopment Authority, that the HRA hereby authorizes the voiding of
all checks identified in Exhibit A, which were reversed by the financial institution in the
October 2025 reconciliation due to a positive pay system error.
Adopted by the Hopkins Housing & Redevelopment Authority Board of Commissioners
this 18th day of November, 2025.
By:___________________________
Patrick Hanlon, Board Chair
ATTEST:
______________________________________
Muse Mohamed, Executive Director
Accounts Payable
Checks by Date -Summary by Check Date User: Printed: Check No 16550 16551 16552 16553 16554 16555 16556 16557 16558 16559 16560 16561 16562 16563 16564 16565 16566 16567 16568 16569 mmohamed 10/28/2025 4:47 PM Vendor No Vendor Name 235 JODIE ARFMANN 128 CANON FINANCIAL SERVICES 102 CENTERPOINT ENERGY 221 CINTAS CORPORATION 212 DICK'S SANITATION SERVICE, INC. 270 EZ PLUMBING & DRAINS 137 FINKEN 154 FIRST ADVANTAGE 141 GRAINGER 103 HANCE ACE HARDWARE 110 HD SUPPLY FACILITIES MAINT 125 KENNEDY & GRAVEN, CHARTERED 122 MIDWEST MAINTENANCE & MECIIAJ' 158 MN DEPT OF LABOR AND INDUSTRY 187 BOBBY PARKER 130 PER MAR SECURITY SERVICES 202 ROBERT B. HILL CO. 139 TRUGREEN 118 VAIL PLACE 112 VERIZON AP Checks by Date -Summary by Check Date (10/28/2025 4:47 PM)
Check Date Void Checks Check Amount 10/10/2025 VOID 400.00 0.00 10/10/2025 VOID 324.00 0.00 10/10/2025 VOID 976.04 0.00 10/10/2025 VOID 68.80 0.00 10/10/2025 0.00 1,654.14 10/10/2025 VOID 1,123.39 0.00 10/10/2025 VOID 12.60 0.00 10/10/2025 VOID 33.34 0.00 10/10/2025 VOID 527.30 0.00 10/10/2025 VOID 742.70 0.00 10/10/2025 VOID 499.20 0.00 10/10/2025 VOID 1,353.00 0.00 10/10/2025 VOID 50.00 0.00 10/10/2025 VOID 100.00 0.00 10/10/2025 VOID 400.00 0.00 10/10/2025 VOID 772.56 0.00 10/10/2025 VOID 283.28 0.00 10/10/2025 VOID 244.32 0.00 10/10/2025 VOID 7,411.11 0.00 10/10/2025 VOID 153.56 0.00 Total for 10/10/2025: 15,475.20 1,654.14 Report Total (20 checks): 15,475.20 1,654.14
Page I
EXHIBIT A