The URL can be used to link to this page

Home My WebLink About3. HA Meeting Minutes 03-28-2024MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY (HACPFC) March 28, 2024 4:00 p.m. The Commissioners of the Authority met in regular session at the Housing Authority of the City of Pasco and Franklin County's (HACFPC) administration office, 2505 W. Lewis Street, Pasco, Washington on Thursday, March 28, 2024, 4:00 p.m. 1. CALL TO ORDER The meeting was called to order at 4:01 p.m. 2. COMMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Bishop, Dukelow, Griffith Absent: Domingos (Mr. Domingos will be out of the country until the April 2024 meeting.) STAFF AND EX OFFICIO MEMBERS Present: Matt Truman, Executive Director Joanna Nieto, Finance Director Maggie Gonzales, Director of Housing Services Maggie Mendoza, Director of Compliance Brett Sanders, Director of Maintenance/Capital Fund Lisa Richwine, Executive Assistant/Recording Secretary VISITORS None 3. APPROVAL OF AGENDA: Mr. Bishop made a motion to approve the agenda as presented. Ms. Dukelow seconded the motion and it passed unanimously, 3 ayes, 0 nays. 4. CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the regular meeting of February 29, 2024, and the checks listings for February 2024 — U.S. Bank General Operating Account checks numbered 6441-6606 totaling $608,079, and U.S. Bank Petty Cash check numbered 2038 totaling $45. 5. STAFF REPORTS (a) Executive (Mr. Truman) • HOTMA (Housing Opportunity Through Modernization Act) will require changes to the Housing Choice Voucher (HCV/Section 8) Administrative Plan and Public Housing Admissions and Continued Occupancy Policy. X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2024\03282024.docx Board of Commissioners Meeting Minutes March 28, 2024 Page 2 of 5 • Post Investment Group submitted a new proposal for collaboration. The Board asked that more of the company's references be checked. Mr. Griffith stated he will not participate in any discussion or votes with regard to this collaboration due to a potential conflict of interest. • The consortium is moving forward. • A landlord meeting is scheduled for April 18a', from 4:00 p.m. to 5:00 p.m. • There are plans in the works to have a meeting with community partners regarding the Intake process. (b) Finance (Ms. Nieto) • The Locals (Affordable Apartments) program is currently in the black. • Awaiting the current year's grant funding for the Family Self -Sufficiency (FSS) program. • The Varney Court Audit is complete. The tax return was submitted before the deadline. A compliance company - Spectrum — has been hired to review the files. • Paylocity will be the new third -party payroll service provider. Paylocity offers timeclock integration and should save the Finance department time. • Online rent payment system will soon be moved to Yardi. A change needs to be made due to fraudulent activity taking place via the previous provider's system (Elavon.) There are security measures in place but when the fraudulent activity is shut down, tenants can't make online payments until Elavon is called to reactivate it. Elavon has not provided a satisfactory solution, so it was decided to utilize Yardi in this capacity. (c) Maintenance and Capital Fund (Mr. Sanders) • Rosewood Park Security Lighting Project: Phase 1 (900 block of N. 1 st/Octave Street) of this project is energized and the lights have exceptionally good output. Residents have reacted positively and expressed their appreciation. Phase 2 (Octave Street, High -Rise and Margaret Street) is nearly complete. The poles are all standing and PUD approval is needed for the electrical switch gear installation. After the meter fee is paid, the meter will be installed and the site will be energized. The demolition of the old light poles and walkway lights is 90% complete. After demolition completion, the sprinkler lines will be repaired, the trenches leveled up, and the lawn re -seeded. • High-rise Emergency Lighting upgrade: Staff have replaced all of the emergency backup lights in the hallways of the high-rise. The new fixtures for the high-rise stairwells — on order now - have a battery backup feature included. The existing hallway lights (the original light fixtures from 1968) had to have a separate battery backup fixture wired below the hall fixture. X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2024\03282024.docx Board of Commissioners Meeting Minutes March 28, 2024 Page 3 of 5 • 2024/2025 Capital Fund (CFP) Submittal: The Plan was submitted for this upcoming year. A new 5-year plan will be submitted to HUD once our CFP allotment for the upcoming year is received. • Upcoming projects: a. Margaret Street Storage Door Replacement (doors in stock) b. High -Rise Patio Slider Replacement c. Basketball Court Re -surfacing d. Smoke Alarm/Carbon Monoxide Detector Replacement e. Water Heater Replacement - 4 Developments • Staffing: A Maintenance Mechanic and a Maintenance Repairer were hired in January. • Spring start up: It's all -hands -on -deck getting sprinklers started in all our developments. • Security system: Moon Security upgraded the security system at the administration office so that it mirrors the security systems agency -wide. These systems can be checked/controlled remotely. • Varney Court has been a challenge. After HACPFC took over the development in December 2023, staff conducted preventative maintenance inspections and repairs in all 38 units. It appears that Cascade Management performed no maintenance during the 8 years the company managed the units. Among other things, there were plugged exhaust fans, leaking faucets and sinks, and disabled smoke detectors. Some residents purchased their own refrigerators and/or ranges because Cascade did not respond to maintenance calls. a. Janitorial Contract: The current contract with Del Sol, Inc., was amended to include cleaning of the Varney Court office and laundry facility, as well as its vacant units. b. Mowing Contract: The current landscaping contract with Moreno Greenscapes was amended to include the mowing at Varney Court. Moreno's bid was lower than that of Varney's previous mowing contractor. (d) Housing Programs (Ms. Gonzales/Ms. Mendoza) • Housing Choice Voucher (HCV) Program a. HCV — 233 participants (Includes 31 FSS participants) b. VASH (Veterans Assisted Supportive Housing) — 28 participants c. FUP (Family Unification Program) — 12 participants d. EHV (Emergency Housing Vouchers) — 19 participants e. Port Outs — 8 Administered Vouchers Total: 300 total HCV participants • FSS - 31 participants • Public Housing - 7 available units • Locals (Affordable Apartments) - 7 available units • Highland Park - 2 available units • Varney Court - 1 available unit X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2024\03282024.docx Board of Commissioners Meeting Minutes March 28, 2024 Page 4 of 5 Ms. Mendoza is happy to announce that the department is now fully staffed with the addition of a Front Desk/Office Assistant and a Tax Credit Housing Specialist. She added that today is the Director of Housing Services and Compliance, Maggie Gonzales's, last day. Ms. Gonzales is graduating to retirement and will be missed. (e) Security (Mr. Meza) • Inspections are ongoing — 27 were completed in March. • 22 background checks were completed from 2/20-3/28. • Six 10-day notices were issued. • Five Terminations were issued for non-payment of rent. • One 30-day termination was issued for lease violations. • Pasco Police Department will host an event at the Ray Pflueger Rec Center on April 25. • Parking issues are rampant in several of our developments. Three cars were towed this month. (f) Administration (Ms. Richwine) — No report given. 6. NEW BUSINESS (a) Resolution #23/24-1011 CIVIL RIGHTS CERTIFICATION — ANNUAL CERTIFICATION AND BOARD RESOLUTION Mr. Bishop made a motion to adopt Resolution #23/24-1011 and Ms. Dukelow seconded it. The resolution passed unanimously — 3 ayes, 0 nays. (b) Resolution #23/24-1012 ADOPTING PUBLIC HOUSING ADMISSIONS AND CONTINUED OCCUPANCY POLICY Ms. Dukelow made a motion to adopt the resolution. Mr. Bishop seconded it and the motion passed unanimously — 3 ayes, 0 nays. (c) Resolution #23/24-1013 ADOPTING HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN Mr. Bishop moved to adopt Resolution #23/24-1013 and Ms. Dukelow seconded the motion. It passed unanimously — 3 ayes, 0 nays. (d) Resolution #23/24-1014 ADOPTING UPDATED FAMILY SELF- SUFFICIENCY ACTION PLAN Ms. Dukelow made a motion to adopt Resolution #23/24-1014. Mr. Bishop seconded it and the motion passed unanimously 3 ayes, 0 nays. (e) Motions arising from board discussion of previous motions or discussion - none (f) Urgent matters not included in the agenda due to lack of time - none 7. OTHER BUSINESS - none 8. EXECUTIVE SESSION — No Executive Session was held. X:\Executive\WordProcessUATA\COMMISSIONER MEETINGS\MrNUTES\2024\03282024.docx Board of Commissioners Meeting Minutes March 28, 2024 Page 5 of 5 9. ADJOURNMENT The meeting was adjourned at 4:46 p.m. The Board of Commissioners will next meet in regular session on Thursday, April 25, 2024, 4:00 p.m. A W-1 aw'VII Brian Griffith Chair, Board of Commissioners Minutes Prepared by: L sa wine Recording Secretary A�� -== Matt Truman Secretary, Board of Commissioners X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2024\03282024.docx