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Home My WebLink About05.25.2023 Housing Authority Meeting Minutes•MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE kCITT10F PASCO AND FRANKLIN COUNTY (HACPF he Commissioners of the Authority met in regular at the Housing Authority of the City of Pasco ; ranklin County's (HACFPC) administration office, 2505 W. Lewis Street, Pasco, Washington on hursday, May 25, 2023, 4:00 p.m. ,1. CALL TO ORDER The meeting was called to order at 4:00 p.m. 2 COMISSIONER ROLL AIA Upon roll call, those present were as follows: Present: Bishop, Domingos, Dukelow, Garcia, ri it rant- n/n STAFF AND EX OFFICIO MEMBERS. ,Present: Matt Truman, Executive Director - Brett Sanders, Director of Maintenance/Capital Fund Maggie Gonzales, Director of Housing Services & Compliance Joe Oord, Security Specialist/HQS Inspector Lisa Richwine, Executive Assistant/Recordin Board Members and Staff of the Kennewick Housing Authority (KHA) in attendance tow discussion regarding the possibility of forming the Tri-Cities Housing Authority Consortium. Colin Bates (Commissioner) Reanette Fillmer (Commissioner) Darin Foster (Commissioner) Angela Fragozo (Administrative Assistant) Lona Hammer (Executive Director Tom Moak (Commissioner Martha Rivas (Property Management Hermelinda Sierra (Finance Director) Armando Solis (Maintenance & Development Director) Amanda Taylor (HCV Supervisor/KHA Compliance Director) APPROVAL OF AGENDA: Mr. Garcia made a motion to approve the agenda as presented. Mr. Domingos seconded the motion and it passed unanimouslv. 5 aves. 0 nays 01 We coagen a was apiproved as submitted, IncRelPreemin es Fe special meeting of April 6, 2023, and the checks listings for March 2023 —U.S. Bank General Operating Account checks numbered 4282-4497 totaling $503,647. And the checks listings for April 2023 — U.S. Bank General Operating Account checks numbered 4498-4717 totaling $412,199 and U.S. Bank Petty Cash check numbered 2029 totaling $15. r-I LJ Board of Commissioners Meeting Minutes ay 25, 2023 M 4 Pa c 2 ciE � S. fflWR�R S ,(a) Executive (Mr. Truman) • Cullum House sold with a net payout of $353,000. A new bank account will be opened to . hold the funds while we seek ways to use the money to fund affordable housing • Congress's failure to come to a decision on the debt ceilin-,7 could possiblyaffect n M - in June. We need to be prepared • Staff members are currently beingWiiewe y t e uman ig is ommission regarding a complaint that was filed. An out-of-state applicant applied for a Section Housing Choice Voucher (HCV) online and when it was granted, the applicant requested that the voucher be ported to the state where the applicant currently lives. HACPFC's Administrative Plan states that a voucher must be used within the agency's jurisdiction for 12 months prior to being ported outside the jurisdiction. When the applicant's voucher was denied portability, a Human Rights Commission complaint was launched. The PInvestigation is ongoing. Mr. Truman attended the PHAD lic Vising ut orI ion conference in Denver. Nationwide concerns include employee retention, new Nspire ru es for Public Housing, and upcoming Department- ising and *nWelopment (HUD) funding. • Mr. Truman will meet sown with Pasco's new City Manager (previously the Interim City Manager) to discuss removal of the PILT (Payment in Lieu of Taxes) on our tax credit property, Varney Court. A small portion of the PILT is distributed to the Pasco School District and we currently await a response from the District as to whether or not it consents to Iose that small amount of funding • hUD funding has increased for Capital Fund a Pub oL over east 3 • A f .andlnrd Annreciation Dav is anticinated to take nlace in Jul (b) WFinance (in Ms. Nieto's absence, Mr. Truman presented the report) _ • Our new housing software does not have a payroll module and our payroll will be ,outsourced to a local accounting firm. The process will begin within the next month or SO. • Public Housin nd Affordable Housing Unit0no majo a s expenses. o. Tenant Rent Assistance Payments T-RAP received: ■ March - $22,174 .. ■ April - $17,741 + Section 8 - no major changes/expenses. o HUD's Two -Year Tool (TYT) shows HACPFC can request up to $6,000 in reserves. The Finance Department will utilize that option. + The Finance Department is working with Yardi to implement the new Budget Module. + Consultants, the ENG Flanders Group, have comp ete programming Yardii 161ris ricter user access and are currently working on process workflows. These changes are being implemented to strengthen the internal controls of the new software. • The Fiscal Year (FY) 2022 State Auditor's Office (SAO) audit exit interview was .held on April 12, 2323. There are no findings and the next scheduled accountability audit will not be until FY24. :lExecutivelWordProcessOATA\COMMISSIONER MEETINGSIMINUTES\2023\05252023.docx •m ••*• Board of Commissioners Meeting Minutes May 25, 4N23 Pa e3c,f5 (c} Maintenance and Capital Fund (Mr. Sanders) Capital Fund Programs .. - - � . Scattered Sites Exterior Renovation — Phase 3: On May 3, the public bid opening for Phase 3 of our Scattered Sites Exterior Renovation was held. Siefken & Sons Construction was the low bidder at $511,000. There was a pre -construction conference with ZBA Architecture (ZBA) and Siefken & Sons (S,&S) on Wednesday May 17. S&S will begin construction on June 12. and thev have 90 days to complete the nroiect, 0 in the 30 units of our 900-block development will be replaced. Lanz Cabinets out of , Eugene, OR is building them and the first order will be delivered June 5. Staff will begin installation the following week. Staff also replaced all bathroom exhaust fan/heater combination units, as well as all new entry door and storage door hardware. • LED Porch Light Upgrades: Staff finished installation of new LED porch lights on 50 units in our Agate Street and S. Beech develops.. - • 2023 CFP 0 Sub4Ww. 0f2023 CFP Grant annual Ian JaPsubmitted and a roved b HUD. Our g"ize t for 2023 is 861 963 • High -Rise al s: taffnstruction earlier this month of framed walls in our high-rise units. The walls replaced the original accordion doors in all 45 units and include a walk-through door. • $ Projects currently underway: Admki Office Heat Pump ReplacemerrE:: Bid documents are being prepared for the40 replacement of 7 heat pump units at 2505 W. Lewis Street. Two of the 7 units are not working and they must be replaced. In addition, depending on cost, several other heat o High -Rise Patio Door Replacement: Working on ideas/options with our architect for sliding glass patio door replacement in our high-rise units. The existing patio doors are original from 1968 and have seen better days. o Safety and Security Grant: We will apply for a grant to replace existing security lighting and add additional lighting throughout the Rosewood Park developmen0Mr Sanders is working with ZBA and an engineering firm on the scope of work in preparation of going out to bid in the coming months taffing: n the process hiring seasonalhelp to assist with grounds maintenance. �(d) E sousing Programs (Ms. Gonzales). . .. • Public Housing — of 280 units, 8 are vacant (several due to death and evictions). • Highland Park — all 24 units are leased. WSAf6fordaMble artmentslLocals: of �44— 1 is cant. \ExecutivelWordProcessDATA\COMMISSIONER MELTtNGS\M[NUTES\2023\05252023.docx . _ . • Board of Commissioners Meeting Minutes. ay 25, 2923 M tWe4of5 • SS Housing Choice Vouchers (includes regular, HUDVASH, EHV, port -outs and FSS . participants) — 312 are active. . We are currently interviewing for 2 positions. One person left unexpectedly for personal reasons, and one gave notice. Although short staffed, we remain in compliance with' certifications, lease -ups, etc. • April and May = of 85 inspections, 60 passed, 6 passed with comment, 13 failed, and 6 were inconclusive pending future inspections. • April had 6 10-day notices, 130-day notice, and 2 3-day notices. • May had 5 10-day notices and 1 48-hour notice to inspect. • There were 2 evictions in April and May Auinersses Sine a growing season egan, a agrlcural Wdad across I" ANnue fr• Rosewood Park are becoming busier and their employees park on HAPCFC property. Sine parking is at a premium in Rosewood Park, this is problematic. Parking tickets are being issued to make the agricultural workers aware that any parking spaces on HACPFC propert are for HACPFC residents only. This is an annual occurrence and there's always a bit of a learning curve. �(t) $Administration (Ms. Richwine) Ms. Richwine stated that most of her time is spent on personnel duties. Iesolu I#22/Z3-1 �03 Authorization ozatlon to Ouen Fam] v Se - u iclencv Escrow orfeiture Checking Account lr. Domingos made a motion to adopt the resolution. Mr. Bishop seconded it. The Lotion passed unanimously, 5 ayes, 0 nays. . . . .esolution #22/23-1004 Authorization to Open a Bank Account for Payroll Processing Mr. Garcia moved to adopt Resolution #22/23-1004. Mr. Bishop seconded it. The motion passed unanimously, 5 ayes, 0 nays. AW22/2-005 �ion^50p a Ba Accoun to Further Affor a e Housing Opportunities Within HACPFC's Jurisdictio Mr. Bishop made a motion to adopt, Mr. Garcia secon e t e motion. The motion passed unanimouslday es, 0 nays. Consortium Discussion . ! - • _ . • Board members and staff from the Kennewick Housing Authority are present at today's meeting to discuss plans to form the Tri-Cities Housing Authority Consortium. Mr. Truman stated that HUD has encouraged agencies to band together to better serve our communities. Ms. Hammer added that a unified agency creates a stronger entity to better serve our clients. The forming of the consortium would require no new by-laws. Each a,.+,+. .... 1A ..o«.�.,.., n �+., A �]--- n.,o--, t,,.+, -A, .. It, ---A C. o ,,.;..� n ,�, --- f r,. JX:1Executive\WordProcessDATA\COMMISSIONER MEETINGSIMINUTES12023105252023.docx 0. c) • • • Board of Commissioners Meeting Minutes May 25, 2023 P e5cZ5 both agencies and 14ACPFC will be the Lead --0----✓ - Insightful questions were asked and further discussion was held. Details will be nailed down in future months to the satisfaction of both agencies. It is hoped that the consortium creation documents will be signed by the fall of 2023. Motions ansmg orn oar iscusslon o previous motion or discussion -no ne Urgent matt l-s not included in the agenda due to lack of time - none OTHER BURNESSM 4NEW . (a) Tenant Council President's Report - none (b} Visitor Agenda - node CUTIVE SESSION —No Executive Session was held. I i 5:05 p.m. Commissioners NN!iil next mcct in rcaular session on June Wrian Griffith Chair, Board of CTMm9Oner- mutes Prepare by;, 0 Secretary , 4:UU p.m. 9� �% M att Truman Secretary, Board of Commissioner" lExecaivelWordProcessbATA1COMMISSIONER MEETINGSIMINUTES12023105252s923.docx