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HomeMy WebLinkAbout042811 HA minutes MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO & FRANKLIN COUNTY (HACPFC) April 28, 2011 4:00 p.m. The Commissioners of the Authority met in regular 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., April 28, 2011. 1. CALL TO ORDER 2. COMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Domingos, Clark, Richter Absent: Kuffel STAFF AND EX OFFICIO MEMBERS PRESENT Present: Andy Anderson, Executive Director Kathy Jones, Chief Financial Officer Brett Sanders, Director of Maintenance/Capital Fund Adella Salinas, Director of Housing Services Scott Moore, Security Specialist/HQS Inspector Lisa Richwine, Administrative Assistant/Recording Secretary VISITORS PRESENT None Ms. Clark made a motion to excuse Mr. Kuffel's absence. Mr. Richter seconded and the motion passed unanimously, 3 ayes, 0 nays. 3. APPROVAL OF AGENDA: Ms. Clark made a motion to approve the agenda as presented. Mr. Richter seconded the motion and it passed unanimously, 3 ayes, 0 nays. 4. CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the regular meeting of March 31, 2011, and the checks listings — Bank of the West General Operating Account checks numbered 45214-45465 totaling $467,645, Bank of the West Petty Cash checks numbered 1675-1676 totaling $148, and Bank of the West Security Deposit Fund check numbered 1168 totaling $288, and bad debt write offs for rent, utility billing, and miscellaneous in the amount of$614.71, of that amount, $614.71, will be turned over for collection. F:\Executive\Main\WPDATA\MINUTES\2011\04281 L docx Board of Commissioners Meeting Minutes April 28, 2011 Page 2 of 4 5. STAFF REPORTS (a) Executive (Mr. Anderson) 1) We received notice from HUD that we will begin to receive funding for the FSS grant on May 1, 2011 2) Funding was received for the Cullum House renovation (notice was placed in the Tri-City Herald before HACPFC received official notice). 3) The 2163 grant was submitted for Shelter+ Care funding. 4) Web-based Rent Calculation training was conducted for 3 Program Administrators. 5) Attended the AWHA meeting - budget discussions were held. Our agency is fortunate that we have managed to balance our budgets without a staff lay-offs. 6) A representative from the Association of Washington Cities, the administrator for our health insurance, made a presentation to staff about health insurance plan options. Our current plan will be eliminated at the end of 2011 so a new plan choice must be made in upcoming months. Staff will report which option was chosen by October. 7) Discussions regarding the Housing Trust Fund Loan (obtained for the Local units) continue. There's a possibility that VASH (Veterans Affairs Supportive Housing) Vouchers could be used in those units. 8) Staff does not foresee the need to hold a meeting in May. Should business matters emerge that need attention by the Board, a meeting will be called. (b) Finance (Ms. Jones) 1) The comprehensive budget is submitted today for your approval. 2) The Rural Development budget is due by the beginning of May. 3) Currently working on the annual report for the Local units. 4) The annual report for the Cullum House is due soon. Richland Housing Authority did not submit annual reports so there were no archives to look back on for guidance. 5) Met with Lourdes staff at Cullum House to discuss tenant financials. 6) The audits are complete. The Accountability Audit will be conducted every two years. (c) Maintenance and Capital Fund(Mr. Sanders) 1) The elevator project was complete as of April 20. A minor glitch has come up but is currently being addressed. 2) The 900 block lighting project is complete (replaced incandescent lighting with fluorescent). 3) Currently working on the 20-year Capital Needs Assessment (includes all Public Housing, FmHA, Locals—as funding allows). 4) Will go out to bid for Phase I1 of the FmHA renovations within the next 2-3 weeks. Last year we replaced siding, windows, doors and exterior lighting on 6 of the buildings; will do the same to the final 6 this year. 5) Awarded the bid for ranges and water heaters for 50 Margaret Street units. Water heaters will also be replaced in 36 Scattered Site units. F:\Executive\Main\WPDATA\MINUTES\2011\04281 I.doex Board of Commissioners Meeting Minutes April 28, 2011 Page 3 of 4 Mr. Domingos asked if elevator energy use can be tracked so we can see how much is being saved with the new elevator. Mr. Sanders informed the Board that it can be and in a few months we'll take a look to see how much is being saved. (d) Housing Programs (Ms. Salinas) 1) We currently have 302 Section 8 vouchers leased with 6 more coming up soon. We will continue to have briefings. 2) There are 15 vacancies with 11 of those being in the high rise (note: there are that many high rise vacancies because of the elevator project). 3) There are 4 vacancies in the Local units but families are ready to move into them. 4) No vacancies in the FmHA units. Mr. Domingos asked if vouchers will be lost due to lack of funding subsidy. Ms. Jones said we won't lose vouchers but may not have budget authority to lease up the 318 vouchers we have. Mr. Anderson added that HUD funded our FYI HAP over and above what was asked for, but took away funding for the admin fee by a certain percentage. We are mandated to lease up to budget authority or up to the number of vouchers we are allotted. Capital Fund took a $100,000 hit in FY12 which begins July 1,2011. (e) Security (Mr. Moore) 1) Continue to issue Comply or Vacates and Pay or Vacates. 2) Served 2 unlawful detainers. 3) Currently working on grant funding (FSS and FUP). 4) Kennewick Housing Authority is assisting HACPFC with Quality Control inspections. (f) Community Service (Ms. Richwine) 1) Attended grant writing workshop/training on April 14. 2) Working on staff training scheduled for May 5. 3) Dealing with insurance issues. 6. NEW BUSINESS (a) Resolution 410/11-873 Approving Operating Budget Ms. Clark made the motion to approve the operating budget as presented by staff. Mr. Richter seconded it and the motion passed unanimously, 3 ayes, 0 nays. (b) Resolution#10/11-874 Authorization to Open New Checking Account in Accordance with 24 CFR 984.305 Mr. Richter made a motion to authorize the opening of a new checking account in accordance with 24 CFR 984.305. Ms. Clark seconded the motion. It passed unanimously, 3 ayes, 0 nays. 7. OTHER BUSINESS -None F:\Executive\Main\WPDATA\MINUTES\2011\042$1 l.docx Board of Commissioners Meeting Minutes April 28, 2011 Page 4 of 4 8. EXECUTIVE SESSION No Executive Session was held. 9 . ADJOURNMENT The meeting was adjourned at 4:31 p.m. There will be no Board of Commissioners Meeting in May unless business matters emerge to which the Board needs to attend. The Board of Commissioners will next meet in regular session on June 30, 2011, 4:00 p.m. e- -�&Limcw'111 Chair, Board of Commissioners Secre a , Board of Commissioners Minutes Prepared by: "C"o2��— Rec cretary F:\Executive\Main\W PDATA\MINUTES\2011\042811.docx