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HomeMy WebLinkAbout09.26.13 HA MinutesMEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO & FRANKLIN COUNTY (HACPFC) September 26, 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., September 26, 2013. 1. CALL TO ORDER The meeting was called to order at 4:00 p.m. 2. COMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Clark, Dukelow, Garcia, Kuffel Absent: Quintanilla Ms. Dukelow made a motion to excuse Ms. Quintanilla's absence due to a family obligation. Mr. Garcia seconded the motion and it passed unanimously, 4 ayes, 0 nays. STAFF AND EX OFFICIO MEMBERS Present: Andy Anderson, Executive Director Kathy Jones, Chief Financial Officer Adella Salinas, Director of Housing Services Scott Moore, Security Specialist /HQS Inspector Lisa Richwine, Administrative Assistant/Recording Secretary VISITORS n/a 3. APPROVAL OF AGENDA: Mr. Garcia made a motion to approve the agenda as presented. Ms. Dukelow seconded and it passed unanimously, 4 ayes, 0 nays. 4. CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the special meeting of July 30, 2013, and the checks listings for July 2013 -- Bank of the West General Operating Account checks numbered 50636 -50791 totaling $268,625, and Bank of the West Petty Cash checks numbered 1718 -1721 totaling $387 -- and August 2013: Bank of the West General Operating Account checks numbered 50792 -50995 totaling $261,761, Bank of the West Petty Cash check numbered 1722 totaling $38 and Bank of the West Security Deposit Fund checks numbered 1201 -1202 totaling $188, and approval of bad debt write offs for rent, utility billing, and miscellaneous in the amount of $3,710.75, and, of that amount, $3,710.75, will be turned over for collection plus the collection processing fees. Board of Commissioners Meeting Minutes September 26, 2013 Page 2 of 4 5. STAFF REPORTS (a) Executive (Mr. Anderson) 1. Attended AWHA meeting two weeks ago. Much of the discussion was about the effect a possible Government shutdown would have on PH agencies. a. Received information that we will receive October HAP Funding on 9/27/13. b. We will draft a letter to landlords in case there's a shutdown. Ms. Dukelow suggests the use of bold lettering to emphasize certain parts of the letter. She also suggested that copies be sent to media outlets and Legal Aid. 2. 4th and Pearl Update — copies of the site plan are on the desk. There will be 38 units. The interest rates may increase and could kill the deal, but we'll keep moving forward on the project. 3. Department of Commerce Audit of the Locals a. Received findings for dirty laundry rooms and tenants putting items on water heaters. b. Received findings for inconsistencies in utility allowance distribution. 4. Staff members are brainstorming what we can do with the RD units after the USDA loan is paid off next year: a. Subsidy program? b. Affordable Market Rent? C. Sell? HACPFC must give twelve months notification to the tenants, the City of Pasco and the Department of Commerce that the loan will be paid in full and subsidy will cease. 5. HACPFC received "High Performer" status for the Section Eight Management Assessment Program (SEMAP). We received a score of 143 out of 145. This is an amazing accomplishment in any event, but especially with the additional unfunded mandates required by HUD. 6. On October 14, Mr. Anderson will make a presentation to the City Council about the 4th and Pearl Project. Beacon Development has created a PowerPoint for him to use. 7. On October 16, Mr. Anderson will participate on a panel for Leadership Tri- Cities. 8. Mr. Moore and Mr. Anderson are garnering support among residents to create a Tenant Council that encompasses all Public Housing developments. The hope is to have officer elections in January 2014. F:AExecutiveA Main\ WPDATA \MINUTES\2013 \092613.docx Board of Commissioners Meeting Minutes September 26, 2013 Page 3 of 4 (b) Finance (Ms. Jones) 1. The unaudited Financials have been approved — we're just waiting for the State Auditor's Office (SAO) to do its audit. 2. Rural Development and Capital Fund financial statements and additional reports have been submitted to their appropriate entities. 3. In the process of preparing a new Utility Allowance Schedule. 4. At the recently held WHAAP (Washington Housing Authorities Accounting Personnel) meeting, a presentation was made by the SAO regarding commissioner use of texts and e -mails during and outside of meetings. It is frowned upon. A reminder was given to alert commissioners that all modes of communication are subject to subpoena. (c) Maintenance and Capital Fund (Mr. Sanders) Mr. Sanders is not in attendance. (d) Housing Programs (Ms. Salinas) Ms. Salinas stated that the interjurisdictional agreement set in place with the Kennewick Housing Authority was very helpful when the Sacajawea Apartments fire occurred. (e) Security (Mr. Moore) 1. In addition to his regular duties, Mr. Moore completed the FY14 Family Self - Sufficiency (FSS) grant application. Mr. Anderson noted that monies received for the FSS grant can only be used to pay for the FSS Coordinator position. It cannot be used to fund additional vouchers. Currently HACPFC has 318 vouchers allotted but is able to fund only 290. 2. As previously mentioned, Mr. Moore is also working to generate support of a Tenant Council. (f) Community Service (Ms. Richwine) Ms. Richwine volunteered to be on a task force to pare down, revise and update the records retention schedule for housing authorities. Representatives from other housing authorities, SAO and the Washington State Archives are working on this project together. F:\ExecutivdMain\WPDATA\MINUTES\2013\092613.doex Board of Commissioners Meeting Minutes September 26, 2013 Page 4 of 4 6. NEW BUSINESS (a) Resolution #13/14 -911 Establishing Self- Insured Health Care Program Between the Housing Authority of the City of Pasco & Franklin County (HACPFC) and the Association of Washington Cities (AWC) Mr. Garcia made a motion to adopt the above referenced resolution and Ms. Dukelow seconded it. The resolution passed unanimously, 4 ayes, 0 nays. (b) Motions arising from board discussion of previous motions or discussion — n/a (c) Urgent matters not included in the agenda due to lack of time — n/a 7. OTHER BUSINESS — n/a 8. EXECUTIVE SESSION No Executive Session was held. 9. ADJOURNMENT The meeting was adjourned at 4:44 p.m. The Board of Commissioners will next meet in regular session on Thursday, October 31, 2013, 4:00 p.m. � fC Dori Clark Chair, Board of Commissioners Minutes Prepared by: Lisa . wine, CMH Recording Secretary F:\ Executive \Main \W PDATA \MINUTES\2013 \092613. docx F. derson, PHM Secret , Board of Commissioners