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Home My WebLink About01312008 Housing Authority Minutes MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY (HACPFC) January 31, 2008 The Commissioners of the Authority met in regular session at the Housing Authority of the City of Pasco and Franklin County administration office, 2505 W. Lewis Street, Pasco, Washington at 4:00 p.m., January 31, 2008 The meeting was called to order by Mr. Kuffel at 4:02 p.m. and upon roll call, those present were as follows: COMMISSIONERS: Present: Domingos, Clark, Kuffel, Richter Absent: Sifuentez (excused) Mr. Sifuentez stated that he would be unable to attend because he is working out of town. Mr. Domingos made a motion to excuse Mr. Sifuentez from this meeting due to his work schedule. Ms. Clark seconded the motion and it passed unanimously, 4 ayes, 0 nays. APPROVAL OF AGENDA: Ms. Clark moved to approve today's agenda as presented. Mr. Domingos seconded. The motion passed unanimously, 4 ayes, 0 nays. STAFF AND EX OFFICIO MEMBERS PRESENT: Present: Bobbie Littrell, Executive Director Lisa Richwine, Administrative Assistant/Recording Secretary Brett Sanders, Maintenance Director Terry Schoen, Finance Director Andy Anderson, Security Director Adella Salinas, Director of Housing Services Gail Dickerson, Accounting Assistant VISITORS: none present CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the regular meeting of July 26, 2007, and the checks listing for July 2007—Bank of the West General Operating Account checks numbered 34497-34742 totaling$262,573,Bank of the West Petty Cash checks numbered 1541-1547 totaling$158,and Bank of the West Security Deposit Fund check numbered 1086 totaling$244;checks listing for August 2007 --Bank of the West General Operating Account checks numbered 34743-35004 totaling$244,391,Bank of the West Petty Cash checks numbered 1548-1549 totaling$29,and Bank of the West Security Deposit Fund checks numbered 1087 totaling $199; checks listing for September 2007 -- Bank of the West General Operating Account checks numbered 35005-35246 totaling$222,184,Bank of the West Petty Cash checks numbered 1550-1551 totaling $738, and Bank of the West Security Deposit Fund checks numbered Board of Commissioners Meeting Minutes January 31,2008 Page 2 of 4 1088-1090 totaling $248; checks listing for October 2007 -- Bank of the West General Operating Account checks numbered 35247-35497 totaling$415,801,Bank of the West Petty Cash checks numbered 1552-1559 totaling $274, and Bank of the West Security Deposit Fund checks numbered 1091-1095 totaling $1,003; checks listing for November 2007--Bank of the West General Operating Account checks numbered 35498- 35751 totaling $231,939, Bank of the West Petty Cash checks numbered 1560-1564 totaling $188; checks listing for December 2007 --Bank of the West General Operating Account checks numbered 35752-35965 totaling$196,183,Bank of the West Petty Cash checks numbered 1565-1566 totaling$313,and Bank of the West Security Deposit Fund checks numbered 1096-1100 totaling $1,534; and bad debt write offs for rent, utility billing,and miscellaneous in the amount of$11,178.29,of that amount,$11,178.29,will be turned over for collection. VISITOR AGENDA None OTHER (a) Staff Member Reports Ms. Littrell commented on some of the activities requiring her involvement since her last report. 1. Remained involved in migrant farm worker and Ringold Area issues with Franklin County, City of Pasco, Dept. of Human Services, State of Washington Health Department and Dept. of Trade and Economic Development representatives. 2. Revised the following policies: personnel, informal review and hearing procedures,recertification, subsidy standards, and smoke-free. 3. Tentatively secured free Tobacco Cessation Seminars and services through Cancer Center and Tobacco Free of Benton-Franklin Counties. 4. Formulating formal request for another 3 year extension(2008-2011)for police officer exemptions to occupy public housing units. 5. Conducted study on availability of studio apartments and discovered supply shortage of less than 5% of available units, initiated exemption until supply reaches 25%. 6. Evaluated and selected architect for Sprucewood kitchen renovation. 7. Gave presentation on Housing Authority jurisdictions; differences, authority, programs, eligibility requirements and application processes to Department of Developmental Disabilities. 8. Continued communications with Rebecca Thornton, Central Washington Director and Brian Kristjansson, Deputy State Director from Senator Murray's office regarding housing need and obstacles. 9. HUD REAC on-site inspection with two separate inspectors—result was high performer. 10. Presented to Habitat for Humanity Outreach Committee regarding HACPFC client's inability to qualify for the program. 11. HUD Labor Relations Audit—result was satisfactory compliance. 12. Presented to Benton Franklin Human Services on programs and housing need. Agreed to potential housing provider partnership on State pilot project. Mr. Schoen reported on the status of the current audit. He also discussed COCC funding and future impact on depreciation and replacement of assets. Board of Commissioners Meeting Minutes January 31,2008 Page 3 of 4 Mr. Sanders discussed the following: 1. In the process of going out for bids on the lawn mowing contract. 2 Zeck Butler was chosen during Architect& Engineering evaluations for Capital Fund. ZB will be responsible for drawing up plans to upgrade the high rise elevator and fire alarm systems. The elevator will be out of service for at least a month which could be problematic. 3. Bernardo-Wills Architects will proceed with the Sprucewood Rec Center(Boys & Girls Club Teen Center)kitchen/dining room expansion. 4. Two vans have been ordered to better meet the needs of maintenance staff. 5. Water heaters and toilets will be replaced on Octave and Agate Streets, as well as the high- rise. 6. The 900 block glazing project was completed in August. 7. The electrical service panels were replaced on 3rd Street. 8. 48 Ranges and refrigerators were replaced on Octave Street. 9. Currently looking at new computer programs to track parts/inventory/assets. 10. On January 30, 2008, Ms. Littrell, Mr. Anderson, and Mr. Sanders analyzed bidders for laundry equipment services. Hainsworth offered 53% of the profits from the laundry machine usage and will be granted the contract. 11. Capital Fund crew finished 3rd Street renovations and will now commence renovations at scattered sites. 12. Labor Relations audit held. Mr.Anderson reported that in addition to inspections,he completed staff computer upgrades-new computer boxes/towers and monitors for all! A possible renter has been discovered for the offices at 820 N. 1 st and he will pursue that option. Boys&Girls Club Youth of the Year interviews were held in our board room as was the Teen Center's speech contest, hosted by Toastmasters. Ms. Salinas stated that her staff has been part of the implementation of the PHA Plan. To ease volatile leasing activities, a new Program Administrator will be hired shortly. The auditors have been here so she has been helping them understand our processes. Ms.Richwine informed the board that she has been arranging travel and training and working with insurance providers. (b) Tenant's Council President's Report None NEW BUSINESS (a) Resolution #07/08-821 Approving Public Housing Statement of Occupancy Policies Section XXIX/Lease Exhibit I- Smoke-Free Policy Staff reported that no tenant comments were received during the 30 day posting period. Hearing that, Mr. Domingos made the motion to adopt the resolution. Mr. Kuffel seconded. The motion passed unanimously, 4 ayes, 0 nays. Board of Commissioners Meeting Minutes January 31,2008 Page 4 of 4 (b) Resolution #07/08-822 Adopting Amendments to the Section 8 Administrative Plan, Sections 49 10 and 15 As no comments were received during the 30 day posting period, Mr. Richter moved to adopt this resolution as presented by staff. Mr. Domingos seconded it. The motion passed unanimously, 4 ayes, 0 nays. (c) Personnel Policy Implementation Memorandum Mr. Kuffel moved to approve this memorandum. Mr. Domingos seconded the motion. It passed unanimously, 4 ayes, 0 nays. EXECUTIVE SESSION No Executive Session was held. The meeting was adjourned at 4:58 p.m. The Board of Commissioners will next meet in regular session on February 28, 2008, 4:00 p.m. (signed by Mark Kuffel) (signed by Bobbie Littrell) Chair, Board of Commissioners Secretary, Board of Commissioners Minutes Prepared by: (signed by Lisa Richwine) Recording Secretary f:\shared\executive\bobbie\wpdata\minutes\013108