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HomeMy WebLinkAbout03.31.16 Housing Authority MinutesMBETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO & FRANKLIN COUNTY March 31,2016 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 March 31,2016. CALL TO ORDER The meeting was called to order at 4:00 p.m. COMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Bishop, Clark, Garcia, Absent: Quintanilla, Dukelow Commissioner Garcia acted as chair in the absences of Chair Quintanilla and Vice Chair Dukelow. Mr. Bishop made a motion to excuse Ms. Quintanilla because of a work conflict and Ms. Dukelow due to illness. Ms. Clark seconded the motion and it passed unanimously, 3 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 APPROVAL OF AGENDA: Commissioner Bishop made a motion to approve the agenda as presented. Ms. Clark seconded the motion and it passed unanimously, 3 ayes, 0 nays. CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the regular meeting of January 28,2076, and the checks listings for the month of January 2016 - Bank of the West General Operating Account checks numbered 56611-56820 totaling $283,357, Bank of the West Petty Cash check numbered 1755 totaling $83, and Bank of the West Security Deposit Fund checks numbered 1249-1251totaling $192; and the checks listings for the month of February 2016 - Bank of the West General Operating Account checks numbered 56821-57026 totaling$540,593, Bank of the West Petty Cash check numbered 1756 totaling$24, and Bank of the West Security Deposit 1. 2. 3. 4. F:\Executive\Main\WPDATA\tr4INUTESU0 I 6\033 1 1 6.docx Board of Commissioners Meeting Minutes March 31,2016 Page 2 of 6 Fund check numbered 1252 rohling $188. Also, approval of bad debt write offs for rent, utility billing, and miscellaneous in the amount of $5,349 and, of that amount, $5,349, will be turned over for collection plus the collection processing fees. STAFF REPORTS (a) Executive (Mr. Anderson) Connell Project o Received a Housing Trust Fund Award of $2,000,000. o On January 22, 2016, HACPFC submitted an application to the Washington State Housing Finance Commission (WSHFC) application for a 9Yo LIHTC allocation. Recipients of the 9o/o tax credits were announced earlier in March and our project application was not chosen. o It was discovered during the application process that the rents indicated in the 9o/o application were too high. The proposed rents in the application were lowered to more closely reflect crurent rents being collected in Connell. o Beacon Development would like HACPFC to submit an application for 4o/o tax credits for the project (this is what we did for Varney Court). A 4% tax credit project would involve a bigger workload for HACPFC and we don't have the manpower to dedicate to it. o Since an overwhelming majority of the 9%o tax credit allocations go to the west side of the state, primarily King County, each yea.r, representatives from housing agencies on the east side of the Cascades are drafting a request for a more equitable distribution of those credits. Commissioner Garcia stated that there is no reason to rush into anything regarding the Connell Project. It's better to wait until conditions are right, than to fail. I Attended AWHA Conference in Olympia o The largest issue on the table: Fire Districts want to tax Housing Authorities o It did not get out of committee this year, but the push will continue. r Reinstated quarterly meetings with Northwest Justice Project representatives and Lona Hammer, Kennewick Housing Authority Executive Director. o The purpose of these meetings is to discuss possible issues and deal with them informally. There were no issues on the table at this meeting 5. F :\Executive\Main\WPDATA\MINUTES\20 1 6\033 I I 6.docx Board of Commissioners Meeting Minutes March 31,2016 Page 3 of6 Efforts to hire a Lead Program Administrator are ongoing. The position was posted at WorkSource and several r6sum6s have been received. This is not a supervisory position. The position is designed to relieve the Director of Housing Services of some day-to-day administrative tasks so other duties may receive more focus. I The annual PHA Plan was prepared and posted for public inspection and comment in mid- February. o A Resident Advisory Board meeting to discuss the plan and answer questions was held on March 16. o The Plan is scheduled for adoption at today,s meeting. I Met with the Boys & Girls Club representatives to discuss renovation plans for the Club located in our Sprucewood Square development. Labor and supplies will be donated. t WSHFC will use USIG to conduct Uniform Physical Conditions Standards (UPCS) inspections at Varney Court after March 28,2016. No set date has been established. r Strategic Planning o HACPFC's Management Team reviewed the materials sent by Stan Quy (facilitator) and shared that action plan items would require a far greater amount of time than is available to dedicate to this task. The team advised that it be tabled for now. (b) Finance (Ms. Jones) o Submitted the semi-annual labor report for pHAs. o Davis Bacon report was submitted to HUD. o HACPFC received a finding from the State Auditor's Office (SAO) on the Fy 2015 audit. Financial information on the tax credit property (Vamey Court) was not includedon the preliminary financial statement submitted to SAO because it was our understanding that that information did not need to be included until the first full year of operation. As the development was not fully leased until August20l5,it was determined that the numbers did not need to be included. SAO contended that any financial information related to the property from its inception to December 2015, should have been included. When SAO brought this to our attention, the appropriate numbers were added to the final financials submission, however, the SAO's office chose to administer a finding in spite of the correction. F :\Executive\I\4ain\WPDATA\tr4INUTESU0 1 6\033 1 1 6.docx Board of Commissioners Meeting Minutes March 31,2016 Page 4 of 6 (c) Maintenance and Capital Fund (Mr. Anderson for Mr. Sanders) Capital Fund Projects o Agate/S. Beech Plumbing Project Two more units should be completed next week. Progress has been delayed due to an excessive number of vacancies in Public Housing. Maintenance staff has a priority to get vacant units ready for new lease-up within 20 days. o PHA Plan2016 The 5-Year and Annual Plans were submitted to HUD. Handouts were included in your packet. Please feel free to contact Mr. Sanders via telephone or e-mail if you have any questions. Public Housing Projects The second Website Design RFP (Request for Proposals) brought forth no response. The format was changed to a Request for Quotation (RFQ). This process, alihough not standard procurement practice for HUD, is much less time and labor intensive for the vendor. It is our belief that the extensive RFP process is why no submissions were made to the previous two requests. o The following service contracts have been renewed in the past few weeks: IT Service (TC3 Computing, Inc.); Lawn Mowing Services (Del Sol, Inc.); and Laundry Equipment S ervice (Hainsworth Company). Locals (Affordable Apartments) o Bid documents are being completed for the planned Interior Renovation Project for the four-plexes in our Local units. With limited capital in reserve for this development, there is only enough money to complete renovation of one four-plex per year. fleplacement of the following items will occur during the renovations: windows, interior & exterior doors, appliances, kitchen &bath cabinets, sinks, faucets, water heater, lighting. Each unit will receive new paint throughout. (d) Housing Programs (Ms. Salinas) Staff is working together to keep units leased and Section 8 vouchers filled. Vacancies:Locals (Affordable Apartments) - 2 Highland Park - None Public Housing - 6 285 Section 8 vouchers are utilized. F:\Sxecutive\Main\WPDATA\l\4INUTES\20 l6\033 1 I 6.docx Board of Commissioners Meeting Minutes March 31,2016 Page 5 of 6 (e) Security (Mr. Moore) o HUD issued a NOFA (Notice of Funding Ability) for the Family Self-sufficiency (FSS) Grant. The grant application will be completed and submitted prior to its due date of April20,2016. o There has been next to no interest on behalf of residents with regard to participation in the establishment of a Tenant Council. Tenants have been made aware of this effort during the course of dayto-day contact throughout the developments and monthly communication notices. The most recent solicitation for tenant council members went out with the April rent statements. (f) Community Service (Ms. Richwine) o Election of the Board's Vice-Chair will be held at HACPFC's Annual Meeting in September. Ms. Dukelow, current Vice Chair, will take over as Board Chair uith. October meeting. o Training and travel arrangements have been put in place for several staff members since the January meeting. o Our open positions - Maintenance Mechanic and Lead Program Administrator - have been posted on the WorkSource website. R6sum6s have been received for both positions. Interviews will be held after the lists of candidates has been whittled down. o There will be no April board meeting. Mr. Anderson will be attending the quarterly AWHA meeting (Association of Washington Housing Authorities) and Ms. Jonei will bL out of the office. OLD BUSINESS (a) Strategic Plan Discussion The Board agreed with the Management Team to table the Strategic Planning session for the time being. NEW BUSINESS (a)RESOLUTION #15/16-939 PHA Certifications of Compliance with the PHA Plan and Related Regulations including Required civil Rights certifications. Mr. Bishop moved to adopt the resolution and Ms. Clark seconded it. The motion passed unanimously, 3 ayes, 0 nays. 6. 7. F:\Executive\N4ain\WPDATA\MINUTESU0 I 6\033 I I 6.docx Board of Commissioners Meeting Minutes March 31,2016 Page 6 of 6 8. 9. 10. OTHER BUSINESS - n/a EXECUTIVE SESSION - n/a ADJOURNMENT The meeting was adjourned at 4:4I p.m. The Board of Commissioners will next meet in regular session on April 28 2016,4:00 p.m. Chair, Board of Commissioners Board of Commissioners wine, CMH Recording Secretary F:\Executive\Main\WPDATA\MINUTESU0 16\033 I l6.docx