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HomeMy WebLinkAbout01.31.13 HA MinutesMEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO & FRANKLIN COUNTY (HACPFC) January 31, 2013 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., January 31, 2013. 1. CALL TO ORDER 2. COMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Clark, Quintanilla, Kuffel Absent: Garcia Mr. Kuffel made a motion to excuse Mr. Garcia from this meeting due to illness. Ms. Quintanilla seconded the motion. 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 - none 3. APPROVAL OF AGENDA: Ms. Quintanilla made a motion to approve the agenda as presented. Mr. Kuffel 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 November 29, 2012, and the checks listings for the month of November 2012 — Bank of the West General Operating Account checks numbered 49152 -49334 totaling $220,736, Bank of the West Petty Cash checks numbered 1710 -1712 totaling $588 and the checks listings for the month of December 2012 - Bank of the West General Operating Account checks numbered 49335 -49502 totaling $198,80 1, and bad debt write offs for rent, utility billing, and miscellaneous in the amount of $6,031.50. Of that amount, $6,031.50 will be turned over for collection. Board of Commissioners Meeting Minutes January 31, 2013 Page 2 of 4 5. STAFF REPORTS (a) Executive (Mr. Anderson) Completed the Public Housing Authority Director's Association's Executive Director Education Program earlier this month. Mr. Anderson is now acting as liaison for the Association of Washington Housing Authorities with the Area Directors of the Department of Social and Health Services with regard to the Family Unification Program. — A Section 8 briefing was held and more vouchers were put on the street. The HUD shortfall period was over at the end of 2012 and HACPFC is required to utilize all the vouchers assigned to the agency (3 18) or utilize funds up to budget authority (which would fully fund 270 vouchers). — Mr. Anderson met with Ms. Carlisle and Mr. Smith of NW Justice regarding concerns pertaining to our mutual clients. The plan is to have these meetings every 2 months or so. Ms. Navarre, Kennewick Housing Authority Executive Director was invited to attend but was not able to do so. — HACPFC chose not to apply for the 2060 grant funds as the amount to be requested was minimal. The painting of Cullum House (under $4,000) will be paid out of discretionary funds. — The next portion of the tax credit application for the 4th and Pearl Family Housing project has been submitted. We have requested to utilize the "Hold Harmless" option since the scoring criteria was changed in mid - process and HACPFC will not receive points for the "Farmworker Housing" designation. The Public Housing lease and adverse action documents have been submitted to the translator. (b) Finance (Ms. Jones) The State auditors have been in our office for 3 weeks. The annual on -site file review at Cullum House has been completed. Lourdes is doing much better with their file maintenance and no issues were discovered. The Department of Commerce report for the Local units was due today but submittal has been postponed until February 15 due to technical difficulties. PHA Plan documentation has been completed. Had to prepare two different W -2 forms for staff because HACPFC's Employer Identification Number was changed in the third quarter of 2012. The Section 3 report was submitted. (c) Maintenance and Capital Fund (Mr. Sanders) Five companies submitted bids for the tree trimming project and the contract was granted to American Tree Service. FmHA light and toilet replacement project will begin on February 4. — Working on the IT Service Provider RFP. Working on Energy /Water Audit /Physical Needs Assessment RFP(s). The 800 Block of 1St Avenue patio door and High Rise bathroom heating and lighting projects were completed last week. The vehicle purchase bid was awarded and 2 new trucks were ordered. F: \Executive\Main \W PDATA\MINUTES\2013 \013113. docx Board of Commissioners Meeting Minutes January 31, 2013 Page 3 of 4 (d) Housing Programs (Ms. Salinas) On January 24, a Section 8 briefing took place and vouchers were released to those at the top of the list. Staff is working to get the Local units and Public Housing leased to full capacity. (e) Security (Mr. Moore) Besides serving Comply or Vacate and Pay or Vacate Notices, Mr. Moore cited serving 3 evictions in Public Housing due to criminal activity — tenants committed burglary against another tenant. There was also an eviction in the Local units due to drug activity. (f) Community Service (Ms. Richwine) Assisted in preparing documents for distribution to NW Interpreters. As a result of Mr. Anderson's meeting with NW Justice Project staff, Ms. Richwine will now e -mail the monthly communication notices sent to residents to Legal Aid, as well. 6. NEW BUSINESS (a) Resolution #12/13 -902 Amending Resolution #11/12 -886 by Approving an Increase of the Section 8 Payment Standard for 2 Bedroom Units Mr. Kuffel moved to adopt the resolution. Ms. Quintanilla seconded it. The motion passed unanimously, 3 ayes, 0 nays. 7. OTHER BUSINESS - none 8. EXECUTIVE SESSION The commissioners adjourned to executive session at 4:24 p.m. in accordance RCW 42.3 0.110 (g) for 15 minutes. At 4:40 p.m. it was announced that the commissioners needed 5 more minutes. 9. RECONVENE OPEN SESSION The meeting was reconvened at 4:45 p.m. 10. ADJOURNMENT Mr. Kuffel asked Mr. Anderson to prepare a summary of accomplishments that have taken place during his tenure for presentation to the commissioners during a workshop session of the board that Ms. Richwine will organize to take place sometime in mid- March, but not on a Tuesday. Mr. Kuffel noted that he will be unavailable the last week of February and the first week of March. The meeting was adjourned at 4:54 p.m. F:\Executive\Main \W PDATA\MINUTES\2013 \013113. docx Board of Commissioners Meeting Minutes January 31, 2013 Page 4 of 4 The Board of Commissioners will next meet in regular session on February 28, 2013, 4:00 p.m. 9 Dori Clark Chair, Board of Commissioners Minutes Prepared by: Lisa wine, C Recording Secretary F:\ExecL Live\ Main\ WPDATAWIINUTES\2013 \013113.dacx L&LA—, F. J. A, erson, PHM Secretary, Board of Commissioners