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HomeMy WebLinkAbout12172009 Housing Authority Minutes MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO & FRANKLIN COUNTY(HACPFC) December 17, 2009 4:00 p.m. The Commissioners of the Authority met in special session at the Housing Authority of the City of Pasco & Franklin County administration office, 2505 W. Lewis Street, Pasco, Washington at 4:00 p.m., Thursday, December 17, 2009. 1. CALL TO ORDER The meeting was called to order by Chair Kuffel at 4:00 p.m. 2. COMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Domingos, Clark, Sifuentez, Richter, Kuffel STAFF AND EX OFFICIO MEMBERS PRESENT Present: Bobbie Littrell, Executive Director Lisa Richwine, Administrative Assistant/Recording Secretary Brett Sanders, Maintenance Director Kathy Jones, Chief Finance Officer Andy Anderson, Deputy Director VISITORS PRESENT—none 3. APPROVAL OF AGENDA: Mr. Domingos made a motion to approve the agenda as presented. Mr. Richter 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 November 12,2009,and the checks listings for October 2009—Bank of the West Petty Cash checks numbered 1641-1643 totaling$355,and Bank of the West Security Deposit Fund checks numbered 1146 totaling $84 (October Operating Account checks were approved at the November 12, 2009, special meeting as indicated in those minutes); and Bank of the West General Operating Account checks for November 2009,numbered 40485-40730 totaling$236,158,Bank of the West Petty Cash checks numbered 1635-1636 totaling $11, and Bank of the West Security Deposit Fund check numbered 1141 totaling$11,and bad debt write offs for rent,utility billing,and miscellaneous in the amount of$12,011.56, of that amount, $12,011.56, will be turned over for collection. Board of Commissioners Meeting Minutes December 17, 2009 Page 2 5. STAFF REPORTS (a) Finance (Ms. Jones) 1. Per HUD's review and request of unaudited financials,I had to record a transfer from the business activities account to the Section 8 account for FY 2009—this accounts for the motion before you today. 2. Preparing signature cards for bank account changes. 3. Office working on payroll related open enrollment changes. 4. Preparing for 1099 issuance after year-end. (b) Maintenance and Capital Funds (Mr. Sanders) 1. Punchlist is being wrapped up on the high rise laundry conversion. 2. Sprucewood Paving Project plans have gone to the Plan Center--hope to get that project started in early April. 3. Ordered entry doors to replace those in 53 Agate Street units. 4. Replaced all the appliances in the 24 FmHA units. 5. ARRA Monitoring review with 3 HUD staff, Andy&myself generated Resolutions #09/10-852 and 853 before you on today's agenda. (c) Security (Mr. Anderson) 1.Working on phone system service. Franklin County informed us that they would no longer service our phone lines. As of the last week of the month we will be receiving phone service through the State's Department of Information Services. This should result in a significant savings to HACPFC. 2. Attended the Continuum of Care meeting at CAC. 3. Gave a briefing to Leadership Tri-Cities class about services HACPFC provides. 4. Working with Robin Callow of Benton-Franklin Human Services on receiving up to 30 new vouchers designated for veterans in treatment. 5. Assisting with listing the ALF property with the realtor. (d) Housing Programs (Ms. Salinas) Ms. Salinas wasn't present. (e) Community Service (Ms. Richwine) 1. No community service functions since the last meeting. 2. Working on open insurance enrollment with staff. 3. Helping prepare Procurement Policy for today's adoption. 6. OLD BUSINESS -n/a 7. NEW BUSINESS (a) Resolution #09/10-849 Authorizing Executive Director to Dispose of Surplus Property Mr. Sif ientez made the motion to adopt the resolution, Mr. Domingos seconded it and the motion carried—5 ayes, 0 nays. (b) Correcting FY 2009 Financials Ms. Clark moved to accept the corrected financials. Mr. Domingos seconded. The motioned passed unanimously, 5 ayes, 0 nays. Board of Commissioners Meeting Minutes December 17, 2009 Page 3 (c) Resolution #09/10-850 Approving Changes to Bank of the West Signature Cards Mr. Domingos made the motion and Ms. Clark seconded to approve the changes. It passed unanimously, 5 ayes, 0 nays. (d) Resolution#09/10-851 Approving Changes to Merrill Lynch Signature Cards Mr.Richter made a motion to approve the signature card changes and Mr. Sifuentez seconded—the motion passed unanimously, 5 ayes, 0 nays. (e) Motions arising from board discussion of previous motions or discussion (f) Urgent matters not included in the agenda due to lack of time 1. Resolution#09/10-852 Amending Procurement Policy Ms. Clark moved to amend the Procurement Policy as presented by staff. Mr. Domingos seconded it. The motion passed unanimously, 5 ayes, 0 nays. 2. Resolution#09/10-853 Addendum to Procurement Policy Mr. Sifuentez moved to adopt the Addendum to the Procurement Policy and Mr. Richter seconded the motion. It passed unanimously, 5 ayes, 0 nays. 8. OTHER BUSINESS (a) Tenant Council President's Report - n/a (b) Visitor Agenda-n/a 9. EXECUTIVE SESSION The commissioners adjourned to executive session at 4:24 p.m. for 20 minutes pursuant to: (a) RCW 42.3 0.110 (g) At 4:44 p.m., the commissioners announced that an additional 10 minutes was needed for executive session. 10. RECONVENE OPEN SESSION The meeting was reconvened to regular session at 4:54 p.m. The commissioners announced that today's meeting would be continued to Tuesday, December 22, 2009, at 12:00 p.m. December 22, 2009 The Board of Commissioners of the Housing Authority of the City of Pasco & Franklin County reconvened its continued special meeting of December 17,2009, on Tuesday,December 22,2009. Chair Kuffel called the meeting to order at 12:00 p.m. and those present were as follows: Commissioners Present: Domingos, Clark, Sifuentez, Richter, Kuffel Staff Present: Littrell, Richwine, Jones, Sanders,Anderson The commissioners immediately adjourned to executive session for one hour. At 1:00 p.m., the commissioners announced they needed another 15 minutes. The open session was reconvened at 1:15 p.m. and the commissioners announced that this meeting would be continued to Tuesday, December 29, 2009, at 12:00 p.m. Board of Commissioners Meeting Minutes December 17, 2009 Page 4 December 29, 2009 The Board of Commissioners of the Housing Authority of the City of Pasco & Franklin County reconvened its continued special meeting of December 17,2009, on Tuesday,December 29,2009. Chair Kuffel called the meeting to order at 12:00 p.m. and those present were as follows: Commissioners Present: Domingos, Clark, Sifuentez, Richter, Kuffel Staff Present: Littrell, Richwine, Jones, Sanders,Anderson 7. NEW BUSINESS (continued) (f) Urgent matters not included in the agenda due to lack of time 3. Resolution#09/10-854 Amending Procurement Policy Mr. Domingos made a motion to adopt the resolution as presented. Mr. Richter seconded it and the motion passed unanimously, 5 ayes, 0 nays. The commissioners adjourned to executive session at 12:01 p.m. for one hour. At 1:01 p.m. the commissioners announced that 20 more minutes was needed. The meeting was reconvened at 1:07 p.m. Ms.Clark made a motion to appoint Frederic(Andy)Anderson as Interim Executive Director of the Housing Authority of the City of Pasco&Franklin County. Mr.Domingos seconded the motion and it passed unanimously, 5 ayes, 0 nays. Ms. Clark made a motion to appoint a subcommittee of commissioners to interview management staff as to what they seek in an Executive Director. Mr. Domingos seconded the motion and it passed unanimously. Mr. Kuffel and Mr. Sifuentez agreed to comprise the subcommittee. The meeting was adjourned at 1:09 p.m. The commissioners will next meet in regular session on Thursday, January 28, 2010. (signed by Mark Kuffel) (signed by F.J. Anderson) Chair, Board of Commissioners Secretary, Board of Commissioners Minutes Prepared by: (signed by Lisa Richwine) Recording Secretary f:\shared\executive\bobbie\wpdata\minutes\Minutes\2009\121709