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Home My WebLink About01.26.2023 Housing Authority Meeting MintuesJCETIA RAB99RCOMMON OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY (HACPFC) -A.nn Commissioners of the Authority met in special session at the Housing Authority of theg of Pasco and Franklin County's (HACFPC) administration office, 2505 W. Lewis Street, o. Washington on Thursday. January 26. 2023, at 4:00 p.m. Wq. IWCALL TO ORDER 0 4 The meeting was called to order at 4:00 p.m. C MI IONER R AL Upon roll call, those present were as followsIM Present: Bishop (4:04 p.m. arrival), Domingos, Dukelow, Griffith Absent: Garcia � A116`�� Matt Truman, Executive Director 0 is . Brett Sanders, Director of Maintenance/Capital Fund Scott Moore, Retiring Security Specialist/HQS Inspector Lisa Richwine, Executive Assistant/Recordin SecrWV Maggie Mendoza, Lead Housing Specialist Joe Oord, Incoming Security Specialist/HQS Inspector VISITORS - none • Domingos made a motion to approve the agenda as presented. Ms. Dukelow seconded the titi=� d itpassed unanimously, 3 ayes, 0 nays . _ . The consent agenda was approved as submitted. Included were the minutes of the regular meeting of November 16, 2022, and the checks listings for September 2022 — U.S. Bank General Operating Account checks numbered 2981-3190 totaling $411,496 and U.S. Bank Petty Cash checks numbered 2022-2023 totaling $78; and, the checks listings for October 2022 - U. S. Bank General Operating Account checks numbered 3191-3484 totaling $424,992; and, the checks listings for November 2022 — U.S. Bank General Operating Account checks numbered 3485-3617 totaling $277,447, U.S. Bank Petty Cash check numbered 2024 totaling $182; and, the checks listings for December 2022 — U.S. Bank General Operating Account checks numbered 3618-3916 total in a $472,722 and U.S. Bank PettyCash check numbered 2025 totaling $5. �X:1Executive\WordProcessDATA1COMMISSIONER MEETINGSIMINUTES12023101262023.docx Board ce Commissioners Meeting Minutes January 26, 2923 4D Page 2 of 5 (5.eST!REORTS Ask r ". ,; �L -Aw—, i • A brief presentation on Varney Court will be made to the City Council during its workshop session on February 13. • HACPFC is in the process of selling Cullum House W" . . • Smith Marion & Co. (SM) has completeden ent au it:or state audit is currently in process. • Family Self -Sufficiency (FSS) funding was received, as well as shortfall funding. • Cascade Management (CM) is working on the Varney Court audit. Aside from that, the property is continually unstaffed or understaffed in the office and maintenance - wise. In-house (HACPFC) management of the property may be a solutior • The creation of a consortium between HACPFC and the Kennewick Housing Authority (KHA) is under consideration. The Board agreed to continue the • The external audit performed by Smith Marion & Co. (SM) was completed in mid - January. The audit resulted in no findings within internal controls and ro rams . selection and no material findings within the financial « SM recommended adjusting the way journal entries are one. to "eview ran implement the recommendation. « The final FDS submission was made and we await the results. • Big strides have been made with Yardi implementation. iAll Finance Department desk manuals and procedures are eing upMae"rect the new Yardi software. « We continue to work with the Yardi team and other consulting agencies for ongoing . training, workflow customization, internal controls an"reporting. In December, tenants retim"ra sig . sources (Goodwill, etc.) • As of December, revenue is up by 7% in the Operating Fund and Section 8 Housing Choice Voucher programs (this does not include Capital Fund or Resident Opportunities and Self-Sufficiencv - ROSS) Fund Capital Fund Program: . • . — . . . Scattered Sites Exterior Renovation — Phase 3: The final phase of the Scattered Sites Exterior Renovation Project is remains to be completed - 6 buildings. It is expected that bidding will take Dlace in the spring of 2023 with the project fully completed by summer 2024. .X:IExecutive\WordProcessDATA1COMMISSIONERMEET NOMMINUTES\2023101262023,doex ■■ • Board of Commissioners Meeting Minutes January 26, 2023 --0•� 4% age" lfb. High -Rise Walls: Wall construction will resume next week. It has been postponed in recent months due to staffing shortages and higher priority projects. 4 c. Water Heater Project: Water heaters will be replaced in our N. 3`d Avenue units (21 total). Three additional developments will receive new water heaters in the coming months. %Porch Light Project: LED light fixtures will replace the porch lights in 50 apartments in the coming monthsO�� r e. Door Hardware Replacement: Specifications for new Schlage door hardware is being prepared. Initially, hardware replacement i to in one development with additional developments to folio it 0 . f. Physical Needs Assessment / Energy Audit: A Request for Proposal is being • prepared for our agencyiysical Needs Assessment and Energy Audit. HUD Pr am: Bezos Vademy Preschool. The Bezos Academy is opening its preschool next. Monday, January 30, in HACPFC's former Sprucewood Recreation Center located at 333 W. Court Street.. A grand opening celebration will be held on. Friday, January 27, from 11 a.m. to 1 p.m. HACPFC staff has worked with the 4fBezos development team and staff to get the building ready. a b. Staffing: Two Maintenance Mechanics retired in early 2022. A new Maintenance Mechanic came on board with HACPFC this past November. A Maintenance Repairer left HACPFC employment in December. Another Maintenance Mechanic will join us on January 30, 2023. We hope to hire a. Maintenance Repairer this spring to bring the department back up to regular staffing levels. . Preventative AmeMnance Progra r nearly 3 ye- of COVID. restrictions, our Preventative Maintenance Inspection Program has resumed. Pre-COVID, each unit was inspected twice annually. It's good to get this program underway again. d. Janitorial Service Contract: The current Janitorial Service Contract expires in March. Bids for the new contract will be solicited prior to that date . e. Margaret Street Emergency Electrical Work: A month ago, underground electrical service to one of our units failed. The family was moved from that apartment and an electrician coordinated with the PUD (Public Utility District) to replace the underground feed to that unit and the adjoining11 units in at same row. This work was completed yesterday, January 25. �X:IExecutive%WardProcessDATAICOMMISSIONER MEETINGSIMINUTES12023101262023.docx Am Board of CemirZssioners Meeting Minutes anuary 26, 2023 Pageof S (c)• Housing Programs (Ms. Gonzales) - Public Housing — of 280 units, 8 are vacant. • Highland Park — of 24 units, 1 is vacant. * Affordable Apartments - of 44 units, 1 is vacant. • Housin Choice Voucher - 302 vouchers are in use . [VASH (Veterans Affairs uppo Pive7 ou27,0 Emergency Housing Vouchers (EHV) —1 Family Self -Sufficiency (FSS) program — 25] • The Lead Housing Specialist position has been filled. Maw ie NL�'ftdo�a brin s . years of housing industry experience to our agency • The Housing Specialists continue to make good progress with the new Yardi software. Hours have been spent in training and new processes are being learned to assure good results. • The scanning project is wel er y. Staff is keep with daily ni4RI . weekly filing as we continue to work toward achieving full electronic filing at all i recertifications. (A Security (Mr. Moore) • r. Moore will retire aWenf • An eviction will be carried out on February 1, with the help of a Writ of JRestitution from Franklin County Superior Court and the Franklin County Sheriff's office. The eviction is due to long -terns non-payment of rent and extensive damage to two units • Pasco Police assisted Mr. SanPsand Mr. Poore as a unit inspection was conducted in the Rosewood Development. The inspection was scheduled because excessive foot traffic in and out of the unit was reported from multiple sources. Upon entering, evidence of drug use was discovered and two females visiting the unit's occupant were arrested on outstanding warrants. The Head of Household (HOH) was delivered a notice to meet with their Hou ' Specialist and Security to discuss what the HOH must do to avoid eviction (e) Administration (Ms. Richwine) - e3=Year an zs eing repre X:\ExecutivelWordProcessDATA\COMMISSIONER MEETINGSIMINUTES\2023\01262023.doex �J Board of Commissioners Meeting Minutes January 26, 2823 . Page 5 of 5 6.JNEW BUSINESS Fa Varney Court Updateupdas in . Trumas an s staff re ortMotions arisin from board discussion of revious motions or discussion —none g p matters not included in the avenda due to lack of time - none 07. WOTHFR BUSINESS 0100 .• (a) Tenant Council President's Report — n/a b z i or enR • 8. EXECUTIVE SESSION ■ No Executive Session was held. Ah 4C. Wr Wa �� a ?meeting ukelow moved to adjourn the meeting. Mr. Domingos seconded the motion and the was adjourned at 5:00 p.m. . next meet in re ,� 9 Brian Griffith Chair, Board of Commissioners session on Matt Truman Secretary, Board of Commissioners p.m. .X:1Executive\WordProcessDATA\COMMISSdONER MEETINGSIMINUTES12023101262023.doex