HomeMy WebLinkAbout06.30.16 Housing Authority MinutesMEETING OF THB BOARD OF COMMISSIONERS
OF THE HOUSING AUTHORITY OF THE
CITY OF PASCO & FRANKLIN COUNTY
June 30,20L6
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 June 30,2016, at 4:00 p.m.
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: Bishop, Dukelow, Garcia, QuintanillaAbsent: Clark
Mr. Garcia made a motion to excuse Ms. Clark from today's meeting. Ms. Dukelow
seconded the motion. It passed unanimously, 4 ayes, 0 nays.
STAFF AND EX OFFICIO MEMBERS
Present: Andy Anderson, Executive Director
Kathy Jones, Chief Financial Officer
Brett Sanders, Director of MaintenancelCaprtal 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:
Mr. Bishop made a motion to approve the agenda as presented. Mr. Garcia seconded the motion
and it passed unanimously,4 ayes,O nays.
4. CONSENT AGENDA
The consent agenda was approved as submiued. Included were the minutes of the regular
meeting of May 2016, and the checks listings - Bank of the West General Operating
Account checks numbered 57464-57673 totaling $243,292, Bank of the West Petty Cash
check numbered 1759 totaling $47, and Bank of the West Security Deposit Fund check
numbered 1255 totaling$2zg. Also, approval of bad debt write offs for rent, utility billing,
and miscellaneous in the amount of $ 1 ,904.25 and, of that amount, $l ,904 .25 will be turned
over for collection plus the collection processing fees.
Board of Commissioners Meeting Minutes
June 300 2016
Page2 of5
5. STAFF REPORTS
(a) Executive (Mr. Anderson)
1. HUD Management Review
a, The review took place June 13-16, 2016.
b. Five HUD staff members looked at the following areas: financial
management, over-subsidization, Section 8 (S8) applications, waiting list,
purchasing, rent reasonableness, admissions, rent burden, Section Eight
Management Assessment Program (SEMAP) Quality Control Review,
Earned Income Verification (EIV), Public Housing (PH) occupancy.
(.). Results
i. FSS - Basically in good shape but goals needed to be more
detailed and realistic.
ii. Utility Allowances - these must be updated - a time consuming
proposition.
1) HACPFC may hire a consultant to create "benchmarking"
for utility allowances.
iii. S8 & PH files look good.
iv. Declarations of Trust (DOT) - The ones we currently have are the
original DOTs done is the 1970s. HUD wants them updated using
a different form. Mr. Heston (HUD) will refer us to HUD legal
counsel so we can obtain the correct property descriptions.
v. SEMAP - there are problems in this area
1) We had all required documentation, but we did not
properly select the files to review.
2) Staff used the same apartment complex to conduct the Rent
Reasonable study. This is not allowed and was not
discovered during in-house file reviews.
3) When there was a failed HQS inspection, no
documented internal controls were present to indicate that
follow-up inspections were conducted in a timely
manner. We were not aware of this requirement but will
implement an inspection review procedure.
4) As a result of these issues, we could possibly be rated as
Troubled Housing Authority, but the fixes are simple and
can be instituted quickly. Our next SEMAP submission
will occur in August and HUD staff will return for another
review - possibly in September.
2. Occupancy Standards
a. Because of the "short fall" HUD put us in in the past, we tightened our
occupancy and payment standards in order to stay within our budget
allocation for Housing Assistance Payments (HAP). S8 families are
considered "rent burdened" by HUD if they pay more than 40o/o of their
adjusted income for rent and utilities. Consequently, the actions taken
during the short fall period have resulted in approximately 60% of our S8
participants now considered as rent burdened.
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Board of Commissioners Meeting Minutes
June 30,2016
Page 3 of5
To help mitigate this rent burden, HUD staff suggested that we increase
payment standards. This suggestion resulted in one of the resolutions
before you today.
S8 Waiting List Preferences
We would like to add a "local" preference so that an applicant who has
lived or worked in the Tri-Cities for at least one year prior to applying is
granted a voucher before applicants who apply from outside the Tri-Cities.
This will allow us to serve our local population first, before we issue
vouchers to applicants who do not currently live in the Tri-Cities.
Program Administrator interviews were conducted and the position has
been offered pending passage of pre-employment requirements.
Cost of Living Increase for Executive Director
At the May 26,2016 meeting, the Board voted to adopt Resolution
#15116-941PHA Board Resolution Approving Operating Budget. The
budget included a2o/o cost of living increase for staff effective June 27 ,
2016. Although a cost of living increase for Mr. Anderson was included
in the budget, as a contract employee, a separate motion must be on the
record for the increase to go into effect. Ms, Dukelow made a motion to
grant Mr. Anderson a 2% cost of living increase effective June 27, 2016.
Mr. Bishop seconded the motion and it passed unanimously,4 ayes, 0
nays.
(b)Finance (Ms. Jones)
Attended Casterline training and learned about many new changes coming
down the line - especially in the areas of GASB 68 (pension) and COCC
allocations.
Submitted the following to the Department of Commerce:
o WBARS reports for the Local units (Affordable Apartments).
o Cullum House WBAR report.
o Varney Court WBAR report.
Currently working on year-end tasks.
(c)Maintenance and Capital Fund (Mr. Sanders)
The Agate Street renovation project is complete.
Per Rick White and Angie Pittman, the City of Pasco will assist us with
completion of the HUD required Environmental Review.
Had initial meeting with website designer, Danielle Surkatty with Yakindo
Web Design. We ate cunently working on new logo development.
Two service contracts expire on July 31,2016 - elevator and janitorial.
Currently working on a Request for Qualifications for Legal Services.
REAC Inspections were completed. The remedies for deficient items were
submitted and Yz of our responses were rejected. The responses were
approved after the second submittal.
(d) Housing Programs (Ms. Salinas)
o Ms. Salinas is very excited about the addition of a new Program
Administrator.
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Board of Commissioners Meeting Minutes
June 30,2016
Page 4 of 5
o Program Highlights:
o There's 1 vacancy in the Affordable Apartments.
o 286 is our new "magic number" for Section 8 vouchers (the number
of vouchers we can fund with the current allocation).
o There are 4 vacancies in Public Housing with 2 units off-line for
upgrades.
o All Highland Park units are leased.
(e) securiffi;Y3ff/."t
inspections were completed by HACrFC staff and by
HUD. Few problems were noted.
Graffiti was spotted in several locations and reported to police. There are
no suspects at this time.
Individuals have been trespassed off HACPFC property due to their
connections with drug and theft related activity.
Currently we have one Unlawful Detainer action filed and are awaiting the
tenant's response.
(0 Community Service (Ms. Richwine)
o Tended to ongoing personnel issues.
: f$*": x[#i};litr*':iifil#:rJ,n. recen, review
7. NEW BUSINESS
(a) Resolution #15116-942 - Changing the Definition of Income to Exclude from
Calculations of Individual Income Any Financial Assistance Received for
Mandatory Fees and Charges (in addition to tuition)
Mr. Bishop made a motion to adopt the resolution and Mr. Garcia seconded it.
The motion passed unanimously, 4 ayes, 0 nays.
(b) Resolution #15116-943 - Changes to Eamed Income Disregard Calculations in the
Public Housing Admissions and Continued Occupancy Policy and the Section 8
Administrative Plan
Mr. Garcia moved to adoption Resolution #15116-943. Ms. Dukelow seconded the
motion. It passed unanimously 4 ayes,0 nays.
(c) Resolution #15/16-944 - Changes to Mixed Family Total Tenant Payment
Determinations in the Public Housing Admissions and Continued Occupancy
Policy
Ms. Dukelow made a motion to adopt the resolution and Mr. Garcia seconded it.
The motion passed unanimously,4 ayes,O nays.
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(d)
Board of Commissioners Meeting Minutes
June 300 20L6
Page 5 of 5
Resolution #15116-945 -Approving an Increase of the Section 8 Payment Standards
from 94o/o of Fair Market Rents for One Bedroom Units and 92o/o for Two and
Three Bedroom Units to 100%o of the Fair Market Rent (Amends Resolution
#rr/12-886)
Mr. Garcia moved to adopt Resolution #T5116-945 as prepared by staff. Ms.
Dukelow seconded the motion. The resolution passed unanimously,4 ayes,0 nays.
Resolution #15116-946 - Changing the Social Security Verification Requirements
for Children Under the Age of Six Years
Ms. Dukelow made a motion to adopt the resolution and Mr. Garcia seconded the
motion. It passed unanimously,4 ayes,O nays.
Resolution #I5116-947 - Accounts Receivable Write-Off and Collections Policy
(Amends Resolution #l I I 12-87 7)
Mr. Garcia made a motion to adopt Resolution #15116-947. Mr. Bishop seconded.
The motion passed unanimously,4 ayes,O nays.
Resolution #15116-948 - Changing the Section 8 Administrative Plan Regarding
the Utility Allowance for Families that Include a Person with Disabilities
Mr. Bishop made the motion to adopt Resolution #15116-948 as presented by staff.
Mr. Garcia seconded it. The motion passed unanimously,4 ayes,0 nays.
OTHER BUSINESS
Ms. Quintanilla asked if progress had been made on the formation of a tenant council. Mr.
Moore stated that finally there were enough tenants interested to form an advisory
board and an introductory meeting was to be held yesterday but a quorum could not be
reached and thus, the meeting was canceled. Another meeting attempt will be made soon.
EXECUTIVE SESSION - no Executive Session was held.
ADJOURNMENT
The meeting was adjourned at 4:40 p.m.
Unless something emergent occurs, the Board will take a break for the month July. It will next
meet in regular session on August 25,2016,4:00 p.m.
Chair, Board of Commrssloners
Recording Secretary
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abell Quintanilla
Board of Commissioners