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HomeMy WebLinkAbout07.26.12 HA MinutesMEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO & FRANKLIN COUNTY (HACPFC) July 2b, 2012 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., July 26, 2012. 1. CALL TO ORDER The meeting was called to order at 4:05 p.m., after the arrival of Ms. Quintanilla in order to obtain a quorum. 2. COMMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Clark, Garcia, Quintanilla Absent: Kuffel (Mr. Kuffel informed the board at last month's meeting he would not be present for the July meeting) STAFF AND EX OFFICIO MEMBERS 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: Karla Carlisle, Northwest Justice Project 3. APPROVAL OF AGENDA: Mr. Garcia made a motion to approve the agenda as presented. Ms. Quintanilla 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 June 25, 2012, and the checks listings — Bank of the West General Operating Account checks numbered 48028 -48398 totaling $252,519, Bank of the West Petty Cash check numbered 1695 totaling $52, and Bank of the West Security Deposit Fund checks numbered 1189 -1190 totaling $208, and bad debt write offs for rent, utility billing, and miscellaneous in the amount of $715.50, of that amount, $715.50, will be turned over for collection. F:\Executive\Main\WPDATA\MINUTES\2012\072612.docx Board of Commissioners Meeting Minutes July 26, 2012 Page 2 of 5 5. STAFF REPORTS (a) Executive (Mr. Anderson) ✓ Results have yet to be announced on the Franklin County 2060 grant monies distribution. ✓ Attorney Jeanie Tolcacher came to present to staff on July 12. Topics discussed included reasonable accommodation, lease violations, the lease revision, etc. (We hope to have lease revisions completed by mid - August. The lease will then be posted for 30 -Day Comment and presented to the Board for adoption at the September meeting.) ✓ Applicable staff was presented with the changes in the Public Housing Accommodation and Continued Occupancy Policy (ACOP) and Section 8 Administrative Plan that were adopted at the June Board meeting. A representative from the Social Security Administration will make a presentation to staff on October 1. ✓ The contract between the Department of Commerce and HACPFC for the local units expired in 2011. At that time, a one -year extension was granted so the contract could be renegotiated. Negotiations with Commerce are now complete. ✓ Work continues on the tax credit project. ✓ Representatives from Zeck Butler Architects and Beacon Development will join HACFPC staff for a meeting on July 31 with Dave McDonald of the City of Pasco's Planning Department regarding our tax credit project. ✓ Will be attending the quarterly meeting of the Association of Washington Housing Authorities (AWHA) meeting in Leavenworth in September. (b) Finance (Ms. Jones) ✓ Majority of time is consumed with Fiscal year -end tasks and reports. (c) Maintenance and Capital Fund (Mr. Sanders) ✓ Working on the tax credit project. ✓ On March 2, the mowing contract was awarded to Del Sol, Inc. ✓ Two weeks ago the janitorial contract was renewed with Del Sol, Inc. ✓ Cullum House renovations will be contracted out and must be completed by October. ✓ Since March 1, there have been 35 vacancies in the Public Housing units. All maintenance staff members were pulled off projects to work on turning the units around. ✓ A Request for Qualifications (RFQ) for Architectural Services was placed in the local newspaper and 2 companies made submittals. Zeck Butler Associates was selected. ✓ The translation services Request for Proposals has been placed on the back burner so the more time - sensitive projects can be attended to. It's anticipated to go out within the next 6 -8 weeks. F:\Executiv &Main \W PDATA \MINUTES\2012 \072612. docx Board of Commissioners Meeting Minutes July 26, 2012 Page 3 of 5 ✓ The PUD audited the high rise lighting retrofit project and we have qualified for a rebate. The retrofit cost around $7,000 and we should receive a rebate of approximately $4,300. ✓ Interior painting is completed at the high rise — entry doors, storage doors, stairwell doors — and new panic hardware was installed on the doors. Many compliments have been received on the upgrades. ✓ Maintenance staff is prepping the wood siding on 36 scattered site units for exterior painting that will be contracted out. ✓ In Rosewood Park, staff will soon remove slider doors from 7 units on the 800 block of N. 1St Avenue in order to replace them with a standard door and window. The renovation was done in one unit last year with very positive results so it was decided to continue in the other units on that block. (d) Housing Programs (Ms. Salinas) ✓ Public Housing — 3 vacancies (2 more projected— evictions) ✓ Local Units - 3 vacancies (2 more projected for 7/31/12) ✓ FmHA -- Still hard to find eligible applicants because of Rural Development requirements. On August 29, a forum will be held in our lower level conference room in hopes of helping to recruit more applicants for the FmHA program and provide other services to mutual clients. WorkSource is sponsoring the event and DSHS, Department of Labor, L & I, CBC, Goodwill and other area agencies will also be present. ✓ Section 8 -- We aren't accepting applications for the Section 8 program until further notice. ✓ Attended the Evergreen Chapter of NAHRO training held in Yakima on July 19. Although the training was geared toward larger housing authorities, there was a good informational session on getting and keeping good tenants. (e) Security (Mr. Moore) ✓ Keeping up with Comply /Vacates & Pay/Vacates. ✓ 2- 3 -day termination actions taken due to criminal activity — both tenants have moved out, ✓ 1- 30 -day termination action was taken - tenant failed to vacate so an unlawful detainer action has begun. ✓ 19 Quality Control inspections were conducted — 12 passed. 5 of those that failed were re- inspected later and passed while the other 2 will be re- inspected for compliance within the next week. (f) Community Service (Ms. Richwine) ✓ A great deal of time is being spent on fine tuning the revised lease and preparing it for final approval by the attorney. ✓ Revisions have been made to the Public Housing ACOP and the Section 8 Administrative Plan. F:\Executive\Main \W PDATA\MINUTES\2012 \072612. docx Board of Commissioners Meeting Minutes July 26, 2012 Page 4 of 5 ✓ Registrations submitted and travel arrangements made for staff and commissioners to attend trainings. 6. NEW BUSINESS (a) Resolution #12/13 -894 Approving Changes to Bank of the West Signature Cards Mr. Garcia made a motion to adopt the resolution and Ms. Quintanilla seconded it. The motion passed unanimously, 3 ayes, 0 nays. (b) Resolution #12/13 -895 Approving Changes to AmericanWest Bank Signature Cards Ms. Quintanilla made the motion to adopt Resolution #12/13 -895 and Mr. Garcia seconded it, 3 ayes, 0 nays. (c) Resolution #12/13 -896 Amending Personnel Policy Mr. Garcia moved to adopt the resolution as presented by staff. Ms. Quintanilla seconded it. The resolution was adopted unanimously, 3 ayes, 0 nays. Ms. Quintanilla thanked staff for making preparations for the commissioners to attend the Commissioners Ethics training held at the Renton Housing Authority on July 23. She stated that she found other attendees to be good representatives of their agencies and she gained new insights into the role of a housing authority board commissioner. 7. OTHER BUSINESS (a) Tenant Council President's Report Mr. Garcia asked why there isn't representation by the tenant's council at board meetings. Mr. Anderson explained that residents' interest in having a Tenant Council has ebbed and flowed over the years. Ms. Richwine pointed out that the last president of the Tenant's Council continues to receive notice of each board meeting. (b) Visitor Agenda Ms. Clark asked if Ms. Carlisle had anything she would like to discuss with the board but Ms. Carlisle indicated she was present just as an observer. 8. EXECUTIVE SESSION - No Executive Session was held. 9. ADJOURNMENT The meeting was adjourned at 4:48 p.m. F:\Executive\ Main\WPDATA\MINUTES\2012\072612.doex Board of Commissioners Meeting Minutes July 26, 2012 Page 5 of 5 The Board of Commissioners will next meet in regular session on August 30, 2012, 4:00 p.m. Dori Clark Chair, Board of Commissioners Minutes Prepared by: Li wine, CMH Recording Secretary F:\Executive\Main\WPDATA\MINUTES\2012\072612.doex -P- �� -- F. J. A derson, PHM Secre ry, Board of Commissioners