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HomeMy WebLinkAbout02.26.15 HA MinutesMEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO & FRANKLIN COUNTY February 26,2015 The Commissioners of the Authority met in regular session at the Housing Authority of the City of Pasco & Franklin County's (HACFPC) administration office, 2505 W. Lewis Street, Pasco, Washington on February 26,2015. I. CALL TO ORDER The meeting was called to order at 4:00 p.m. Ms. Quintanilla welcomed Ms. Richwine back after medical leave. 2. COMISSIONER ROLL CALL Upon ro11 call, those present were as follows: Present: Bishop (arrived 4:02p.m.), Clark, Dukelow, Garcia, Quintanilla 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 SpecialistAlQS Inspector Lisa Richwine, Administrative Assistant/Recording Secretary Gabriela Torres, Program Administrator VISITORS Karla Carlisle, Northwest Justice Project 3. APPROVAL OF AGENDA: Ms. Dukelow made a motion to approve the agenda as presented. Mr. Garcia seconded the motion 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 December 11, 2014, and the checks listings - Bank of the West General Operating Account checks for December 2014 numbered 53780-54024 totaling$279,947, and Bank of the West Security Deposit Fund checks numbered 1226-1228 totaling 5292. Also included were Bank of the West General Operating Account checks for January20l5 numbered 53966-54189 totaling 5210,984, and Bank of the West Security Deposit Fund check numbered 1229 totaling $ 1 1 8. Approval of bad debt write offs for rent, utility billing, and miscellaneous in the amount of $8,768.25, and, of that amount, 98,768.25, will be turned over for collection plus the collection processing fees. F :\Executive\Main\WPDATA\MINUTES\20 I 5\0226 I 5 . docx Board of Commissioners Meeting Minutes February 26,2015 Page2 of 4 5. STAFF REPORTS (a) Executive (Mr. Anderson) o Connell o The Washington Low-Income Housing Alliance suggested that agencies send letters to legislators to ask for their support in firnding the Housing Finance Commission. We sent a letter to Senator Mark Schoesler asking for his support of HACPFC's Phase One Application for the Connell project, as well as projects in Pullman and Asotin County. o Asked Connell's Mayor to contact legislators to solicit their support of the project. o Audit o Kathy did a great as the point of contact for the auditors before, during and after they were on site. All the staff did a great job providing information for the auditors in a prompt and professional manner. o Section 8 Wait List o We'll accept Section 8 applications for one week in March. In an effort to get more applications on the wait list. We will accept completed applications throughout the day, rather than in the morning only, as we've done in the past. (b) Finance (Ms. Jones) o The audit went well. There were no exit notes or comments. . Completed and distributed W-2 and 1099 forms. . Submitted reports to the Department of Commerce for the local Affordable Apartments and Cullum House. o There were problems with the submittal of required reports through the Public Housing Operating System but those were eventually resolved and the forms were submitted in a timely manner. . Prepared Fourth and Pearl year-end reports. o Completed the first draft for this year's tax return. There will be no audit for this tax retum as we've received a waiver for this year. o It looks like we'll be receiving99% of the proration for HAP and75-79o/o for administrative fees. . Completed the financial reports you have in your packets. o On the August 2014 Budget-to Actual AMP 2report, the "Actual" column was blank. A new sheet including all pertinent information was distributed to the commissioners. Ms. Dukelow commented that Ms. Jones received high praise from the auditors during the audit exit conference on February 25,2015. F :\Executive\l\4ain\WPDATA\N{INUTESU0 1 5\0226 1 5 . docx Board of Commissioners Meeting Minutes February 26,2015 Page 3 of4 (c) Maintenance and Capital Fund (Mr. Sanders) o The Agate and S. Beech project is underway - we are 2 months into a 4 month project. Roofing and fascia board has been replaced on 13 buildings and is I00% complete. The remaining 9 buildings are at l0o/o completion. Some storage units are being replaced while others are being repaired. Small garden areas by doorways in this development have been problematic for years and after all the buildings have been painted, those areas will be filled in with concrete. o We have received our 2015 Capital Fund monies in the amount of more than $373K to complete projects listed in the Annual and 5-Year Plans. o We received only one proposal for the creation of our agency website. That proposal was not properly prepared and was therefore disqualified. Mr. Sanders stated that HUD language and guidelines required in RFPs is so stringent, many contractors are hesitant to submit proposals. We will try again in2-3 weeks. o REAC (Real Estate Assessment Center) inspections took place last week. HUD sites inspected included Margaret and Octave Streets as well as the 900 block ofN. I'1. All components (interior and exterior) are inspected during this process. o The lawn mowing RFP will go out next week. This awarded contract will be for one year with the option to continue the contract for an additional two years. o Highland Park - air conditioners will be installed this summer. o Fourth and Pearl - have been meeting with the architects, builders and contractors. (d) Housing Programs (Ms. Salinas) o Public Housing - I vacancy o Highland Park - 2 vacancies in the 4-bedroom units o Affordable Apartments (formally "Locals") - 2 vacancies o S8 voucher count -244 Mr. Garcia asked how we're serving veterans. Mr. Anderson replied that the Walla Walla Housing Authority (WWHA) has been assigned all the VASH vouchers (Veterans Affairs Supportive Housing) provided in this area of the state. Further, Mr. Anderson stated that he has offered his assistance in finding recipients for those vouchers in the Tri-Cities area but he has had no response from WWHA. (e) Security (Mr. Moore) o Prepared Comply/Vacate (C/V) andPaylYacate (P/V) notices. o Our attorney is preparing an Unlawful Detainer Action for a tenant who was issued a termination in November. o The Tenant Council formation committee have approved their by-laws. A formal election will be held after Mr. Anderson ensures the by-laws fit with in HUD's framework for Tenant Council Bv-Laws. F :\Executive\l\4ain\wPDATA\]\4INUTESU0 I 5\0226 I 5. docx 6. 7. 8. 9. Board of Commissioners Meeting Minutes February 26,2015 Page 4 of 4 (f) Community Service (Ms. Richwine) o Ensured that the PHA Plan was available for public perusal and prepared and frnalizedthe publication of advertisements to run throughout her absence, including HACPFC's regular monthly ad, the opening of the Section 8 wait list (application acceptance) and notice of the PHA Plan's Resident Advisory Board Meeting and Public Meeting. o Prepared notice for Public Housing and Section 8 Participants about the Resident Advisory Board (RAB) and Public Meeting for the PHA Plan. NEW BUSINESS (a) Vamey Court Slideshow (b) Motions arising from board discussion of previous motions or discussion - none(c) Urgent matters not included in the agenda due to lack of time - none OTHER BUSINESS (a) Tenant Council President's Report - none (b) Visitor Agenda - none EXECUTIVE SESSION No Executive Session was held. ADJOURNMENT Ms. Dukelow moved to adjourn the meeting at 4:38 p.m. Mr. Garcia seconded and the meeting was adjourned. The Board of Commissioners will next meet in regular session on March 26,2015,4:00 p.m. Chair, Board of Commissioners rd of Commissioners wine, CMH F :\ExecutiveWain\WPDATAMINUTESU0 1 5\0 226 1 5. d,ocx