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Home My WebLink AboutHA Meeting Minutes 09.25.2025MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY (HACPFC) September 25, 2025 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, September 25, 2025. 1. CALL TO ORDER The meeting was called to order at 4:05 p.m. 2. COMMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Domingos, Cook, Griffith, Bishop Absent: Dukelow 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 Erik Avila 3. APPROVAL OF AGENDA: Due to an automatic outlining error on the agenda for this meeting, under "New Business" there are two letter (a) items and two letter (b) items. Mr. Domingos made a motion to amend the agenda to move the following item to this point of the meeting: 6. New Business (a) Election of Board Vice -Chair (2-Year Term) Mr. Cook seconded the motion. The motion passed unanimously, 4 ayes, 0 nays. Mr. Domingos nominated Commissioner Jeremy Bishop for the position of Vice -Chair of the Board of Commissioners of the Housing Authority of the City of Pasco and Franklin County. Mr. Cook seconded the nomination. Mr. Griffith called for further nominations three times and hearing none, the nomination of Mr. Bishop stands. The board approved the nomination, 4 ayes, 0 nays. X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MfNUTES\2025\09.25.2025.doex Board of Commissioners Meeting Minutes September 25, 2025 Page 2 of 4 4. CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the special meetings of June 12, 2025, and September 2, 2025, and the checks listings for May 2025 — U.S. Bank General Operations/ACH checks numbered 139-161 totaling $66,436, U.S. Bank General Operations Account checks numbered 8985-9140, totaling $334,775, and U.S. Bank Security Deposit Fund checks numbered 67 totaling $67; and the checks listings for June 2025 — U.S. Bank General Operations/ACH checks numbered 162-198 totaling $72,194, U.S. Bank General Operations Account checks numbered 9141-9321/9420-9441, totaling $444,190, and U.S. Bank Security Deposit Fund checks numbered 68 totaling $54; and the checks listings for July 2025 — U.S. Bank General Operations/ACH checks numbered 199-226 totaling $79,545, U.S. Bank General Operations Account checks numbered 9322-9419/9442-9630, totaling $618,471. Also, approval of bad debt write offs for rent, utility billing, and miscellaneous in the amount of $31,596.20 and, of that amount, $31,596.20 will be turned over for collection plus the collection processing fees. 5. STAFF REPORTS (a) Executive (Mr. Truman) • Heritage Property Update • Department of Commerce Grant Award — Affordable Apartments • Meeting with Pasco City Manager • Back to School BBQ held on August 21 • Bezos Center Achievements (handout) • Physical Needs Assessment (handout) • Changes to Organizational Chart • Audits: Financial, Varney, Affordable Apartments • English as a Second Language Classes Completed • Change to PHA Annual and 5Y Plan • Shortfall Update HCV • Security Update (b) Finance (Ms. Calligan) • ANTI Income=+$6,047, maintenance costs under $18,000. • AMP2 Income = +$4,943, maintenance costs just over $40,000. • AMP3 Income=+$20,282, maintenance costs just under $18,679. • COCC Income=+$6,730, maintenance costs $29,193. • NonFed Income: Began the year at-$18,811. NonFed earns about $6,000 every month in management fees. It earned an average of 10,000 in maintenance revenue. It cost about $15,500, in maintenance costs. *This isn't sustainable. Traditionally HACPFC has transferred a large amount of funds from COCC to NonFed at the end of the year. I would like to do this monthly. • Affordable Apartments Income:-$15,000, maintenance costs for July are double June's. I'm hopeful the Commerce grant funds will absorb most maintenance costs. • Highland Income - $7,800, maintenance costs were $24,000. Most of the costs were in Payroll 15 ($10,845) and 16 ($9,360). Rents are $25,000. • Section 8 Income ends July + $6,260, including $2,000 in administrative funds. Balance = HAP Restricted cash is-$113,524. FYE24 HAP-$231,126. X:\Executivc\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2025\09.25.2025.docx Board of Commissioners Meeting Minutes September 25, 2025 Page 3 of 4 (c) Maintenance and Capital Fund (Mr. Sanders) Capital Fund Program (CM: - CFP Balances (ELOCCS): 2023 / $90,000 as of today's date. 2024 / $882,000 these funds not yet drawn down. - High-rise Patio Door Project: We have replaced the patio doors in 8 of 45 units. We hope to have most replacements done before the weather turns. - Rosewood Park Door Hardware Project: The hardware has been received. This project involves replacing all entry door and storage door latches, including deadbolts. Street Improvements: Poland Construction completed asphalt and concrete street repairs on Octave Street and N. 3rd Avenue last week. Smoke Alarm / CO Alarm Project: This project entails replacing all smoke alarms and CO alarms in our entire public housing portfolio. We have completed about 100 of 280 units thus far. Affordable Apartments Units: - HVAC Project: As reported several months back — the City of Pasco awarded HACPFC $60,000 in CDBG (Community Development Block Grant) funding to make improvements to our Affordable Apartments. We allocated this grant to replace 7 heat pump units where the existing systems had failed. Bruce, Inc was low bidder and they completed this project today. (d) Housing Programs (Ms. Flores) Public Housing & Affordable Housing: o Public Housing and Affordable Housing vacancies will be filled with targeted intake work. Section 8 Program: o The Section 8 program is currently experiencing a budget shortfall. VASH Vouchers: o HACPFC has received 48 Veterans Affairs Supportive Housing (VASH) vouchers referrals to date. Only 5 more referrals are needed to fully lease all 53 available VASH vouchers. o An additional 20 VASH vouchers have been requested. Staffing Updates: o All positions are filled except for the Front Desk/Records Clerk position. Interviews will be held soon. (e) Security (Mr. Meza is on paternity leave) X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2025\09.25.2025.docx Board of Commissioners Meeting Minutes September 25, 2025 Page 4 of 4 (f) Administration (Ms. Richwine) • Ms. Richwine advised the board of staff departures and new hires since the last regular meeting. • On the morning of October 1, all staff will take part in Defensive Driving training required by HARRP, our agency's insurance carrier. The trainers will stay on throughout the afternoon to provide CPR/AED/First Aid training. 6. NEW BUSINESS (a) Resolution #25/26-1031— Authorization for Executive Director to Proceed with the Heritage Boulevard Project Mr. Domingos made a motion to adopt the resolution as presented. Mr. Bishop seconded it and the motion passed unanimously, 4 ayes, 0 nays. (b) Executive Director Contract — this item was set aside to adjourn to Executive Session. (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 C1II oil I S&4 111M Q10"1306MW 8. EXECUTIVE SESSION The Board adjourned to Executive Session at 4:52 p.m. for a period of no less than 1 hour in accordance with: RCW 42.30.110 (f); and, RCW 42.30.110 (g). 9. RECONVENE OPEN SESSION The meeting was reconvened at 5:52 p.m. Mr. Domingos made a motion to place the Executive Director on paid administrative leave pursuant to findings following an investigation. Included in the motion was the appointment of Director of Maintenance/Capital Fund, Brett Sanders, as Interim Executive Director. Mr. Sanders' salary will be set at 90% of the Executive Director's salary during the investigative period. Mr. Bishop seconded the motion and the motion passed unanimously, 4 ayes, 0 nays. 10. ADJOURNMENT The meeting was adjourned at 5:55 p.m. The Board of Commissioners will next meet in regular session on October 30, 2025, at 4:00 p.m. C. Lester Domingos Chair, Board of Commissioners Mi tes Prep TU ed y: Lisa wine Z�_ Brett Sanders Secretary, Board of Commissioners Recording Secretary X:\Executive\WordProcessDATA\COMMISSIONER MEETINGS\MINUTES\2025\09.25.2025.docx