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HomeMy WebLinkAbout09.29.16 Housing Authority MinutesMEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY September 29,2016 The Commissioners of the Authority met in regular session at the Housing Authority of the City of Pasco and Franklin County's (HACFPC) administration office, 2505 W. Lewis Street, Pasco, Washington on September 29,2016, at 4:00 p.m. 1. CALL TO ORDER The meeting was called to order at 4:06 p.m. 2. COMISSIONER ROLL CALL Upon roll call, those present were as follows: Present: Bishop, Domingos, QuintanillaAbsent: Dukelow, Garcia Mr. Bishop made a motion to excuse the absences of Ms. Dukelow and Mr. Garcia. Mr. Domingos seconded and the motion passed unanimously, 3 ayes, 0 nays. STAFF AND EX OFFICIO MEMBERS Present: Andy Anderson, Executive Director Brett Sanders, Director of MaintenancelCapital Fund Adella Salinas, Director of Housing Services Lisa Richwine, Administrative Assistant/Recording Secretary Gabriela Torres, Lead Program Administrator VISITORS - none 3. APPROVAL OF AGENDA: Mr. Bishop made a motion to approve the agenda as presented. Mr. Domingos 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 special meeting of September 1,2016, and the checks listings for August 2016 - Bank of the West General Operating Account checks numbered 58T21-58349 totaling 5264,652, and Bank of the West Petty Cash checknumbered lT62totaling $21. Also, approval of bad debt write offs for rent, utility billing, and miscellaneous in the amount of $2,400.00 and, of that amount, $2,400.00 will be turned over for collection plus the collection processing fees. F :\Executive\l\4ain\WPDATA\MINUTES\20 I 6\0929 | 6. docx Board of Commissioners Meeting Minutes September 29,2016 Page2 of 4 5. STAFF RB,PORTS (a) Executive and Finance Report (Mr. Anderson reported on Finance in Ms. Jones's absence) 1. HACPFC Accounting Assistant, Gail Dickerson, passed away on September 7th. A Memorial Service for her will be held at the Pasco Seventh Day Adventist Church on October 1't at 4 p.m. 2. HUD FY (fiscal year) 2016 SEMAP Review a. Two HUD staff members were here on September 13th to review our back- up for the FY 2016 submission b. Staff has worked hard to correct the few issues we had with the FY 2015 submission. c. We are now a "standard" performing housing authority which means HUD will not conduct another Management Review for five years. 3. Ms. Jones and Accounting Clerk, Greg Guffey, attended the WHAAP (Washington Housing Authorities Accounting Personnel) meeting in Seattle. 4. Mr. Anderson attended the AWHA (Association of Washington Housing Authorities) meeting in Walla Walla. 5. HUD accepted our un-audited financial reports for FY 16. 6. Ms. Jones is preparing financial statements. We anticipate staff from the State Auditor's Office to be in-house in December or January to conduct the audit. 7. Ms. Jones and Mr. Anderson conducted the first round of interviews to fill the Accounting Assistant' s position. (b) Maintenance and Capital Fund (Mr. Sanders) 1. Two Agate Street units are undergoing Kitchen and Bathroom renovations. The renovations should be complete in2-3 weeks. 2. The City of Pasco has agreed to complete HACPFC's HUD-required Environmental Review. City Staffer Angie Pittman will be helping us with this. HUD will withhold Capital Fund monies for FY 2016 until the Environmental Review is completed. Ms. Quintanilla asked if Kennewick Housing Authority could help us with the Environmental Review. Staff explained that the Environmental Review must be conducted by a governing entity except in very specif,rc circumstances. 3. Work on the website continues. 4. The Elevator Service Contract was granted to Otis Elevator. 5. The Janitorial Service Contract was granted to Dependable Janitorial Service. (c) Housing Programs (Ms. Salinas) 1. Program Administrator Maggie Gonzales is away at Rent Calculation training. 2. Flat Rent preparation: this must be established on an annual basis. Flat rents are rents based upon 80% of Fair Market Rents. F :\Executive\Main\WPDATA\MINIITES\20 I 6\0929 I 6.docx Board of Commissioners Meeting Minutes September 29,2016 Page 3 of 4 3. Department of Commerce report preparation for our Affordable Apartments is ongoing. 4. There are 2 vacartcies in the Affordable Apartments. There are 2 vacartcies in Public Housing units. There are no vacancies in the Highland Park Apartments. Ms. Quintanilla asked about the status of Varney Court (HACPFC's Low-Income Tax Credit property). Staff informed the Board that the project is at 100%o occupancy. (d) Security Qrlone - Mr. Moore is absent) 6. (e) Community Service (Ms. Richwine) In addition to helping with the Accounting has been working on website preparation. to look over the draft biographies placed additional information if they so choose. HACPFC's website. NEW BUSINESS Assistant interview process, Ms. Richwrne To that end, she asked each Commissioner on the Commissioner's table and provide These biographies will be included on Election of Vice-Chair Mr. Bishop nominated Mr. Garcia. The nomination died due to lack of a second. Ms. Quintanilla nominated Mr. Bishop. Mr. Domingos seconded the nomination. Mr. Domingos made a motion to close the nominations and call for a vote. Mr. Bishop's nomination for the position of Vice-Chair of the Board of Commissioners of the Housing Authority of the City of Pasco and Franklin County was confirmed with 3 ayes and 0 nays. Resolution #16117-950 Amending Section 11.3 of the Section 8 Administrative Plan to Add a Wait List Preference for Persons Who Live or Work Within Local Jurisdictions Ms. Quintanilla moved to adopt Resolution #16117-950. Mr. Bishop seconded the motion. The motion passed unanimously, 3 ayes, 0 nays. Resolution #16117- 951 Amending Occupancy Standards Mr. Domingos made a motion to amend the Occupancy Standards as presented by staff. Mr. Bishop seconded the motion and it passed unanimously - 3 ayes, 0 nays. Motions arising from board discussion of previous motions or discussion - none Urgent matters not included in the agenda due to lack of time - none (a) (b) (c) (d) (e) F :\Executive\Main\WPDATA\MINUTES\20 I 6\0929 I 6. docx 7. 8. Board of Commissioners Meeting Minutes September 29,2016 Page 4 of 4 OTHER BUSINESS - none EXECUTIVE SESSION No Executive Session was held. Mr. Anderson informed the Board that the adoption of a new Public Housing Admissions and Continued Occupancy Policy and a new Housing Choice Voucher (Section 8) Administrative Plan will be placed on the agenda in the near future. ADJOURNMENT The regular October meeting of the Board of Commissioners has been cancelled. The Commissioners will next meet in special session on Thursday, Novemb er 17 ,2016,4:00 p.m. 9. V\co Board of Commissioners Minutes Prepared by: Recording Secretary F :\Executive\l\4ain\WPDATA\N4INUTES\20 1 6\0929 1 6. do c x