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Home My WebLink About06.29.2023 Housing Authority Meeting Minutes4EETING OF THE BOARD OF COMMISSdONERS OF THE HOUSING AUTHORITY OAF TH� CITY OF PASCO AND FRANKLIN COUNTY (HACPFC) Pasco, Washington on Thursday, June 29, 2023, at 4:00 p.m. W c", 4 ;heeeting was called to order at 4:00 p.m. COMISSIONER ROLL CALL pon ro cnose present were as tollows resent:4 Bishop, Domingos, Dukelow, Absent: n/a STAFF AND EX OFF)CIO MEMBERS resent: Matt Truman, Executive Director . . Joanna Nieto, Finance Director Brett Sanders, Director of Maintenance/Capital Fund Maggie Gonzales, Director of Housing Services & Compliance Lisa Richwine Executive Assistant/Recor ing Secre a VISITORS No visitors were present. • APPROVAL OF AGENDA: Nir. Marcia mace a motion to approve the agenaa as motion and it passed unanimously, 5 ayes, 0 nays. V CONSENT AGENDA The consentagenda was approve as submitted. IMRwere a mmu FoReWreggu Par eeting of May 25, 2023, and the checks listings for May 2023 — U.S. Bank General Operating Account checks numbered 4718-4970 totaling S576,352, U.S. Bank Petty Cash fliseellaneous heck numbered 2030 totaling $22, and U.S. Bank Security Deposit Fund checks numbered -33 totaling $1,019. Also, approval of bad debt write offs for rent, utility billing, and in the amount of $11,506.67 and, of that Vt, 4,54 4V tuned over for collection plus the collection processing fees. i X:1Executive\WardProcessDATA\COMMISSIONER MEETINGSIMINUTES12023106292023.docx • • Board of Commissioners Meeting Minutes ne 29, 2023 Page 2 0� see STAFF REPORTS a xecu Ive r. Trur h • Consortium Formation: The U.S. Department of Housing and Urban Development (HUD) will provide technical assistance regarding the lo implementation of the consortium, including contract review. The contract will then go before the boards of HACPFC and the Kennewick Housing Authority (KHA). Conversations were had with officials of the ci . Pasco and Kennewick to advise them of the coming Consortiu • City of Pasco officials have stated that the removal of the PILT (Paymen In Lieu of Taxes) on HACPFC's Varney Court will be placed on the City Council's agenda • Digital scanning o tenanttiles Is o c p e e. p o e c . files downstairs in July. %(b)AFinance (Ms. NietoSproented • The budget to the board. • Three new bank accounts have been op-W"Monpst ms oar resolutions. These accounts are for FSS Forfeitures, Payroll Processing, and Affordable Housing Funds. • Clayton Accounting and Tax Service will provide r*en aration - services beginning with the current pay period • Fiscal Year End is June 30. In future days we wil wor on y,prepare for the unaudited FDS submission due August 31, and prepare for the next audit. The engagement letter has been signed with Smith Marion and Coto, . provide the audit. • The open AccountantWeapposition has been tilled —the start a e is July 17. The job description was expanded to include more high-level support to the Finance Director. c Mainten�'ce and Capital Fund (Mr. Sanders • Scattered Sates Exterior Renovation — P ah -se-3. The pro ec Wae% Monday, June 26. Windows and doors will be installed next week. Our architect will be present on June 30 for a site walk. • 900 Block Impravements: Staff began to replace kitchen cabinets on June .26. It takes the crew two days to complete the installation in each unit so staff will be busy with this project for a few month • Administration Offire Heat Pump Replacement: Two bids for replacing the 7 heat pumps at 2505 W. Lewis were received on June 27; however, one company did not follow instructions outlined in the Invitation to Bid and did not submit the re wired pa rwork. A ollo Heating and Cooling was . awarded the bid. M i :IExecutivelWordProcessDATA%COMMISSIONER MEETINGSIMINUTES12023106292023.dacx Board of Commissioners Meeting Mtes June 2923 We; -1 • Safety and Security Grant: We hope to use funds from this grant to replace . existing security lighting, and add more, at our Rosewood Park Development. Will plan to meet with the architect after the exterior renovation site walk to go over this project. If we are not awarded the a Fund monies to complete the project • Pest Control: Complete Pest Control treated 14 apartments this morning for .cockroaches • Varney Coil FirOSInkler Ad: In mid-JuIP, the Pat Fire iDepartment advised that afire sprinkler popped off on the second floor of an, apartment. The damage was extensive. Water came out of light fixtures, smoke alarms, and walls. Kustom Restoration will complete the remediation. • Public Housing — of 280 units, 5 are vacant. • Highland Park — all 24 units are occupied. • Affordable Apartments/Locals — of 44 units, 43 are occupied Housing Choice Vouchers (HCV/Section 8) — 309 are in use. (includes regular vouchers, HUDNASH (Veterans Affairs Supportive Housing), Emergency Housing Vouchers, Family Unification Program IPvouchers, and Port -Outs) Family Self-Sufficienc FSS•32 at ict an End of Year Stat - HCV/Section 8 received High Performer status at 108.43% (98% is the minimum requirement) . - . Public Housing is at 98.15% • 1Te following positions have been filled: FS oor ma or, HQS Peculrt . Specialist, and Intake/Eligibility Specialist. Leasing was not interrupted while these positions were vacant — other staff stepped up to bridge the gaps _ 0 _ SecurWir. Truman r. A Irs A resident was evicted this week due to non-paymen"oren%t %f) Administration (Ms. Richwine) Over the past months the majority of time has been spent on personnel duties. File i)uraes have also taken 1 e. (a) Resolution 422/23 — 1006 PHA Board Resolution Approving Operating Budget Mr. Garcia made the motion to adopt the resolution and Mr. Domin os seconded The motion passed unanimously, 5 ayes, 0 nays. 4(b) Resolution #22/23 — 1007 APPROVING US BA SIGNATURE CARDS Mr. Bishop moved to the adopt the resolution and Mr. Domingos seconded it. The motion passed unanimously, 5 ayes, 0 nays. . �.■� a as AExecalive\WordProcessDATA\COMMISSION ER MEE'I'INCSIMINUTES121023106292023.6ocx Board sf Commissioners Meeting Minutes Juxe 29, 2023 Page 4 of 4 (c) M Motions arising from board discussion of previous motions or discussion — nfa (d) W Urgent matters xot included in the agenda due to lack of time — n/a EXECUTIVE SESSION • Commissioners went into Executive Session for 20 minutes at p.m, in accordance withR W 42.30.110 (g). At 4:43 p.m. Mr. Griffith came back to the meeting room to announce the amissioners needed to meet for 12 more minutes. At 4:55 p.m. Mr. Griffith returned to the .ting room to say the Board needed 5 more minutes. WThe regular board meeting was reconvened at 5:00 p.m. Tr. Bishop made a motion to approve the emplotent f reement for Executive Director Matt ruman with added language to indicate Truman's salary will be reviewed again 6 months after completion of the proposed Consortium with the Kennewick Housing Authority. Ms. Dukelow econded the motion and it passed unanimously, 5 ayes, 0 nays. 9. ADJOAURNMENT * • - - • e meeting was aajournea at _):ui p.m.1% . regular July meeting will not be held. No pressing business is expected and fiscal year-end ivities will be ongoing throughout the months of July and August. As always, a special meeting Board of Commissioners will next meet in Chair, Board of Commissioners ft 0 inutes Prepared by: !t I - -0 Lisa wine .Recording Secretary W MW W �s � lar session on August 31, 2023, 4:00 p.m* Matt Truman Secretary, Board of Commissioners X:1Executive\WcsdProcessDATA\COMMISSIONER MEETINGSIMINUTESU023106292023.docx