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HomeMy WebLinkAbout03252009 Housing Authority Minutes MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY (HACPFC) March 25, 2009 12 :00 p.m. The Commissioners of the Authority met in special session at the Housing Authority of the City of Pasco and Franklin County administration office, 2505 W. Lewis Street, Pasco, Washington at 12 : 00 p .m. , March 25 , 2008 . 10 CALL TO ORDER The meeting was called to order by Chair Kuffel at 12 : 00 p.m. 2. COMISSIONER ROLL CALL Upon roll call, those present were as follows : Present : Domingos, Clark, Richter, Kuffel Absent: Sifuentez STAFF AND EX OFFICIO MEMBERS PRESENT Present: Bobbie Littrell, Executive Director Lisa Richwine, Administrative Assistant/Recording Secretary Brett Sanders, Maintenance Director Terry Schoen, Director of Finance Kathy Jones, Chief Finance Officer Andy Anderson, Security Director Adella Salinas, Director of Housing Services Gail Dickerson, Accounting Assistant VISITORS Lisa Roundy (did not sign Visitor' s listing) Ginny Waldman Kent Zirker 3. APPROVAL OF AGENDA. Mr. Richter made a motion to approve the agenda as presented. Mr. Domingos seconded the motion and it passed unanimously, 4 ayes, 0 nays . 4. PRESENTATION BY STATE AUDITOR' S OFFICE Lisa Roundy of the Washington State Auditor' s Office made a presentation to the board by reading a letter by State Auditor, Brian Sonntag, congratulating the Board of Commissioners for 13 years of finding free audits. In turn, Ms . Littrell presented retiring Finance Director Terry Schoen, with his own copy of the letter. Board of Commissioners Meeting Minutes March 25, 2009 Page 2 of 4 59 CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the special meeting of January 14 & 21 , 2009, and the checks listings — Bank of the West General Operating Account checks for January 2009 numbered 38914-39158 totaling $258 , 859, Bank of the West Petty Cash checks for January 2009 numbered 1611 - 1617 totaling $711 , and Bank of the West Security Deposit Fund checks numbered 1126- 1129 totaling $ 719 ; Bank of the West General Operating Account checks for February 2009 numbered 39159-39401 totaling $238 , 192, Bank of the West petty Cash checks for February 2009 numbered 1618 - 1620 totaling $ 112 , and Bank of the West Security Deposit check numbered 1130 totaling $369 ; and bad debt write offs for rent, utility billing, and miscellaneous in the amount of $3 ,933 , of that amount, $3 ,933 , will be turned over for collection. Mr. Sifuentez was unable to attend today' s meeting and asked that the Board excuse his absence . Mr. Domingos made a motion to excuse Mr. Sifuentez and Ms. Clark seconded the motion. It passed unanimously, 4 ayes, 0 nays. The Board thanked HACPFC staff members for all the hard work that went into the agency receiving this special presentation from the State Auditor' s Office . Ms . Littrell pointed out that the audit process covers all aspects of our agency' s business : Procurement in accordance with HUD and state regulations — distribution of costs and asset management, inventory control and accountability involves maintenance and finance ; proper documentation in tenant files, correct tenant rent calculations and leasing rate according to HUD requirements, compliance with all HUD regulations regarding eligibility, waitlist, lease compliance, HQS , criminal activity, grievance and financial involves, casemanagers, security, the executive director and administrative assistant. This is why HACPFC places a high emphasis on team building — it takes every employee to achieve excellence . 6. VISITOR AGENDA None . 7. OTHER (a) Staff Member Reports Executive (Ms. Littrell) 1 . Revised Section XXI — Reexamination public housing policy. 2 . Submitted second market study to Wells Fargo regarding HUD funding . 3 . Completed 5 Year PHA Plan Process . 4 , Held Resident Advisory Board (RAB) meeting to discuss PHA Plan & ARRA fund use . 5 . Submitted unaudited financials to REAC and have requested extension. Board of Commissioners Meeting Minutes March 25, 2009 Page 3 of 4 Finance (Ms. Jones) Ms. Jones reported that HACPFC received an extension from HUD for this year ' s audit submittal . HUD is having technological problems and is unable to forward the information we need to forward to the State . HUD has not given extensions in the past but has changed it' s policy this year because the problem is on their end. Maintenance and Capital Funds (Mr. Sanders) Mr. Sanders stated that the Sprucewood kitchen remodel is complete and he will be meeting soon with Boys & Girls Club staff to express expectations HACPFC has regarding upkeep of the kitchen. The High Rise kitchen renovations continue and will be completed shortly. Security (Mr. Anderson) Mr. Anderson continues with inspections and issuing paperwork on lease violations. He is researching new phone line options in the interest of saving money for the authority. (b) Tenant' s Council President' s Report No Tenant' s Council representatives were present. 8. NEW BUSINESS (a) Resolution #08/09 — 837 PHA Certifications of Compliance with the PHA Plans and Related Regulations to Accompany the 5 -Year and Annual PHA Plan No comments were received during the 45 day comment period so Mr. Richter made a motion to adopt this year' s PHA Plan. Mr. Domingos seconded. The motion passed unanimously, 4 ayes, 0 nays . (b) Resolution #08/09 — 838 Honoring Terry Schoen Mr. Domingos moved to adopt the resolution honoring Terry Schoen. Ms . Clark seconded it and the motion passed unanimously, 4 ayes, 0 nays. After Mr. Kuffel spoke a few complimentary words ; Mr. Schoen added, "It' s been an interesting decade . " (c) Resolution #08/09 — 839 Adopting Amendments to the Public Housing Occupancy Standards During the 30 day comment period, none were received; therefore, Mr. Domingos made a motion to adopt the amendments as presented by staff. Ms . Clark seconded and it passed unanimously, 4 ayes, 0 nays. (d) Resolution #08/09 — 840 Closing Family Self- Sufficiency Checking Account Ms . Clark moved to close the account, Mr. Domingos seconded. The motion passed unanimously, 4 ayes, 0 nays. L Board of Commissioners Meeting Minutes March 25, 2009 Page 4 of 4 (e) Resolution #08/09— 841 Adopting Projects Funded Under the American Recovery and Reinvestment Act of 2009 (ARRA) No comments were received so Mr. Richter made a motion to adopt the resolution as presented. Mr. Domingos seconded. It passed unanimously, 4 ayes, 0 nays . 90 EXECUTIVE SESSION No executive session was held. 100 ADJOURNMENT The meeting was adjourned at 12 : 33 p.m. The Board of Commissioners will next meet in special session on April 29, 2009, 12 : 00 p .m. Chair, Board of Comm stoners reta odd of Commissioners Minutes Prepared by : e rdin ecretary f:\shared\executive\bobbie\wpdata\minutes\2009\032509