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HomeMy WebLinkAboutHA Meeting Minutes 1.30.2025MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY (HACPFC) January 30, 2025 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, January 30, 2025. 1. CALL TO ORDER The meeting was called to order at 4:00 p.m. 2. COMMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Bishop, Cook, Domingos, Dukelow, Griffith Absent: none STAFF AND EX OFFICIO MEMBERS Present: Matt Truman, Executive Director Michelle Calligan, Finance Director Aissa Flores, Director of Housing Services Brett Sanders, Director of Maintenance/Capital Fund Lisa Richwine, Executive Assistant/Recording Secretary VISITORS Kristin Webb (City of Pasco), Gary Dukelow 3. APPROVAL OF AGENDA: Mr. Domingos made a motion to approve the agenda as presented. Mr. Cook seconded the motion and it passed unanimously, 5 ayes, 0 nays. 4. CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the special meeting of December 19, 2024, and the checks listings for October 2024 — U.S. Bank General Operating Account checks numbered 7944-8000 totaling $316,071, and U.S. Bank Security Deposit Fund checks numbered 52-60 totaling $1,538; checks listings for November 2024 — U.S. Bank General Operating Account checks numbered 8001-3183 totaling $411,133; and the checks listings for December 2024 — U.S. Bank General Operating Account checks numbered 8184-8326 totaling $388,938, and U.S. Bank Security Deposit Fund check numbered 61 totaling $275. Board of Commissioners Meeting Minutes January 30, 2025 Page 2 of 5 5. STAFF REPORTS (a) Executive (Mr. Truman) Mr. Truman spent time discussing the impact of the new administration's policies on HACPFC, including the freezing of agency assets. He also presented an introductory PowerPoint presentation on Repositioning our housing stock. (b) Finance and Housing (Ms. Calligan) Family Self -Sufficiency (FSS) • FSS currently has 26 participants. • Funding for the current year has just been received. • In December two participants graduated from the program with combined total escrow earnings of $40,000. • Current FSS Participants have earned just over $52,000 in their escrow accounts, year to date. • Approximately $16,000 in FSS escrow forfeiture monies have been received so far this year. Those funds can be used to assist current FSS participants. Housing Choice Vouchers (HCV/Section 8) • At the end of the year 2024 there were 291 vouchers in use. Of those: 0 11 are FUP (Family Unification Program) 0 17 are EHV (Emergency Housing Vouchers) 0 36 are VASH (Veterans Affairs Supportive Housing) • Housing staff has committed to issuing 7-9 vouchers per month with a goal of housing 4-5 families. Five families were housed in December. Audits • The Smith Marion Audit is the largest of the 4 audits that are currently underway. It will wrap up shortly. So far, there have been no findings. • The Novogradac Audit for Varney Court (tax credit property) has begun. • The VMS (Voucher Management System) audit has been completed. Minor issues will be addressed. • The State Auditor's Office (SAO) audit has just begun. Varney Court • There are no vacancies and the development has positive cash flow. Locals (Affordable Apartments) • There are vacancies but there is positive cash flow. Highland (Affordable Apartments) • The development has positive cash flow. X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2025\01.30.2025.docx Board of Commissioners Meeting Minutes January 30, 2025 Page 3 of 5 Public Housing • Public Housing grant funds are reduced from last year. • AMPS 2 & 3 have positive cash flow, however; AMP 1 has negative cash flow. (AMP = Asset Management Program) • The Housing Resource Center (HRC) has received less funding this year. To counteract this, the finance department has focused on collecting past due balances to help tenants stay caught up. More than 50 past due notices are sent each month which has increased the collection rate. (c) Maintenance and Capital Fund (Mr. Sanders) Capital Fund Program: • CPF Balances (ELOCCS): 2023 Grant / $90,000 as of today's date 2024Grant / $882,000 Annual Contribution Contract (ACC) has not yet been received. • 900 Block Kitchen Improvements: Project completed. All 30 apartments received new cabinets, sinks and faucets. • Smoke alarm / COZ Alarm / GFCI project: The smoke and carbon monoxide (CO) alarms in our entire portfolio will soon be outdated. In December new smoke and carbon monoxide alarms were procured for all Public Housing units. Maintenance staff will visit each unit in the coming weeks to replace them. Ground Fault Circuit Interrupter receptacles will be installed in many units, as well. • Physical Needs Assessment / Energy Audit RFP: A Request for Proposals was put out earlier this week for a PNA / EA for our Public I -lousing portfolio. The proposals are due February 271h. • Basketball Court Refurbishing Project: I IACPFC has an outdoor basketball court on N. 3rd Avenue in Sprucewood Square that is badly in need of refurbishing. An Invitation for Bids (IFB) will go out soon to have the court resurfaced and new basketball poles installed. Contacts at the City of Pasco provided contractor names from whom to request quotes. • High -Rise Patio Door Project: The sliding patio doors in our high-rise are nearly 60 years old and need to be replaced due to the scarcity of finding parts to repair them, as well as their energy inefficiency. As test cases, in two units the slider door openings were framed in and walk -though doors and windows were installed. The units turned out great and we'll follow through on the remaining 43 units. • Door Hardware Upgrade: Maintenance staff is compiling door measurements in order to replace all door hardware in Rosewood Park (approximately 175 units). • Water Heater Replacement Project: In several developments there are water heaters nearing the end of their life span. Those will be replaced in the coming months. X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2025\01.30.2025.docx Board of Commissioners Meeting Minutes January 30, 2025 Page 4 of 5 HUD Program: • Legals Services RFP: A Request for Proposals went out to local law firms that expressed interest in receiving one after an initial inquiry. Submittals are due March 3 ra • Lawn Mowing Service Contact: The lawn mowing service contract for HACPFC properties will be up for bid in the coming weeks. Locals Units: • CDBG (Community Development Block Grant) Application: The City of Pasco put out a CDBG grant last year and our agency applied for just over $500,000 which would cover the critical needs for our 44 Affordable Apartments. Those needs include new HVAC units, new windows, and exterior painting. Staff knew it was unlikely the full requested amount would be received but the attempt was made anyway. In the end, HACPFC received $60,000. That amount will be used to replace as many HVAC units as possible — hopefully 5 or 6. There are currently that many units that are not working because the outdoor units have shorted out. During the summer months portable air conditioning units must be placed in those units. More funding will be applied for in the future; however, the new administration may scrub the entire CDBG grant program. (d) Housing Programs (Ms. Flores) The Housing Program report was covered in the Finance Director's report. (e) Security (Mr. Meza) Mr. Meza was out of the office due to emergent agency business so Ms. Flores gave a brief summary of recent happenings in the security realm. • Several terminations are waiting for our attorney to start the formal eviction process. • Numerous notices have been given to tenants with lease violations. • New tenant and other inspections continue. (e) Administration (Ms. Richwine) This month we had one employee leave our agency and another come on board. 6. NEW BUSINESS (a) Resolution #24/25-1019 REPLACING PROCUREMENT POLICY Mr. Domingos moved to adopt the resolution. Ms. Dukelow seconded the motion. It passed unanimously 5 ayes, 0 nays. (b) Resolution #24/25-1020 FORMATION OF NONPROFIT ORGANIZATION Mr. Bishop made a motion to adopt the resolution and Mr. Cook seconded. The motion passed unanimously 5 ayes, 0 nays. (c) Motions arising from board discussion of previous motions or discussion — n/a (d) Urgent matters not included in the agenda due to lack of time — n/a X:\Executive\WordProcessDATA\CONMSSIONER MEETINGS\MINUTES\2025\01.30.2025.docx Board of Commissioners Meeting Minutes January 30, 2025 Page 5 of 5 7. OTHER BUSINESS (a) Tenant Council President's Report — n/a (b) Visitor Agenda — n/a S. EXECUTIVE SESSION — No Executive Session was held. 9. ADJOURNMENT The meeting was adjourned at 5:00 p.m. The Board of Commissioners will next meet in regular session on February 27, 2025, at 4:00 p.m. Brian Griffith Chair, Board of Commissioners Minutes Prepared by: is wine Recording Secretary Matt Truman Secretary, Board of Commissioners X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2025\01.30.2025.docx