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Home My WebLink About012617 HA MinutesMEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PASCO AND FRANKLIN COUNTY January 2612017 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 January 26,2017, 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: Absent: Bishop, Domingos, Dukelow, Garcia Quintanilla Mr. Bishop made a motion to excuse Ms. Quintanilla due to a work conflict. Mr. Garcia seconded and the motion passed unanimously, 4 ayes, 0 nays. STAFF AND EX OFFICIO MEMBERS Present:Andy Anderson, Executive Director Scott Moore, Security Specialist/HQS Inspector Lisa Richwine, Executive Assistant/Recording Secretary HACFPC Tenant Council Officers: Dennis D. Donken, Sr. Angenette Sanderfer Severiano Salas, Jr. Joe Larios Dora G. Flores VISITORS APPROVAL OF AGENDA: Mr. Domingos made a motion to approve the agenda as presented. Mr. Garcia seconded the motion and it passed unanimously,4 ayes,O nays. CONSENT AGENDA The consent agenda was approved as submitted. Included were the minutes of the special meeting of November 17,2016, and the checks listings - Bank of the West General Operating Account checks for the month of November 2016, numbered 58784-59013, totaling $233,922, Bank of the West Petty Cash check numbered 1764, totahng $13, and Bank of the West Security Deposit Fund check numbered 1260, totaling $126; and, Bank of the West General Operating Account checks for the month of Decemb er 20l6,numbered 59014-5922I, totaling $266,028. Also, approval of bad debt write offs for rent, utility billing, and miscellaneous in the amount of $6,575.75, and, of that amount, $6,575.75, will be turned over for collection plus the collection processing fees. 3. 4. F:\Executive\Main\WPDATA\MINUTES\20 I 7\0 12617 .docx Board of Commissioners Meeting Minutes January 26,2017 Page2 of 4 5. STAFF REPORTS (a) Executive (Mr. Anderson) 1. Prepared the new Public Housing Admissions and Continued Occupancy Policy (ACOP) for adoption by the Board. 2. In negotiations with Lourdes Health Network to complete lease extension for Cullum House. 3. Will conduct a Limited English Proficiency (LEP) Survey throughout the month of March. a. HUD requires the suwey to determine which languages, other than English, are used by applicants, tenants and participants. b. The survey will be included with March's Public Housing rent statements, attached to applications, mailed to Section 8 participants and will be available at the front desk for walk-ins. 4. Met with Northwest Justice Project attorneys and Kennewick Housing Authority's Executive Director, Lona Hammer a. Discussed the recent adoption of an additional preference for Section 8 applicants and those on the wait list. The preference will be given to those applicants and wait list place holders who have lived and/or worked in the jurisdictions of both housing authorities for at least 12 months prior to the acceptance of their application. All parties present were supportive of the preference. 5. Completed follow-up for the HUD (U.S. Department of Housing and Urban Development) Management Review a. One of the Findings in the Review will be addressed today with the adoption of the new ACOP. HUD has also suggested via Findings that a new Housing Choice Voucher (HCV) Administrative Plan be adopted, as well as a new Family Self-Sufficiency (FSS) FSS Action Plan. These are plans are slated to be prepared and adopted in upcoming months. b. The Public Housing Utility Allowance suryey has been completed. This was also a HUD recommendation. 6. Currently preparing the Fiscal Year 2018 PHA (Public Housing Authority) Plan. (b) Finance (Ms. Jones) o State Audit is ongoing but should conclude in February. o Varney Court's audit is ongoing but should conclude in February.o An annual file review for Cullum House was conducted in December. Lourdes is doing a good job in maintaining the files. . The annual reports to the Department of Commerce for the Locals (Affordable Apartments) and Cullum House have been submitted. o 2016's W-2s and 1099s were prepared and mailed.o Forms and procedures are being established for the Public Housing tenant Tenant Participation Funds. F :\Executive\Main\WPDATA\MINUTES\20 1 7\0 126 l7 .docx Board of Commissioners Meeting Minutes January 26,2017 Page 3 of 4(c) Maintenance and Capital Fund (Mr. Sanders) 1) Capital Fund Program o Agate/S. Beech Plumbing Project: Eight units have been completed, two are at 50% completion. o Architectural/Engineering (A/E) Request for Qualifications (RFO: This RFQ was for a five-year as-needed RFQ for architectural/engineering services needed for future projects. Two NE firms submitted Statements of Qualifications, Design West Architects (Tri-Cities) and. ZBA Architects (Spokane). Submittals were evaluated by Mr. Anderson, Mr. Moore and Mr. Sanders - ZBA came out on top.o PUD Energy Improvement Project: HACPFC has been approached by Franklin County PUD (Public Utility District) to participate in an Energy Improvement Project in single-family developments - 165 of HACPFC's 280 units would qualifi'. This project is part of a BPA (Bonneville Power Association) Rebate Program and could result in a rebate of $5,000-$6,000 per unit. An assessment will be made regarding the need for additional insulation in the attics of qualified units and will include the installation of new: vinyl windows insulated entry doors ductless heat pumps l::: ;T,f:,i:ff'(lffi;nversion to a wark-through ZBA will provide a fee proposal for the provision of design specs. The PUD is eager to begin this project and the intent is to start this spring with 50 units on Margaret Street (Rosewood Park development).o The HUD-mandated Environmental Review has been completed by the City of Pasco. 2016 Capital Fund grant monies may now be drawn upon.2) HUD Program: o Website Design RFQ: Many hours have been spent gathering information for the website. (d) Housing Programs (Ms. Salinas) - absent (e) Security (Mr. Moore) o A bench was set on fire in one of our developments. A transient pled guilty and was ordered to pay HACPFC $100. (f) Community Service (Ms. Richwine) o Prepared advertising for opening of the HCV Wait Listo Edited the ACOP o Prepared PHA Plan o Advised the Board that the March meeting will include adoption of the pHA Plan and the Admin Plan NEW BUSINESS (a) Resolution #16117-952 Adopting Public Housing Admissions & Continued Occupancy Policy Mr. Domingos made a motion to adopt the motion as presented by staff. Mr. Garcia seconded it and the motion passed unanimously,4 ayes,0 nays. 6. F :\Executive\l\4ain\wPDATA\IT4INUTES\20 I 7\0 126 l7 .do cx 7. Board of Commissioners Meeting Minutes January 2612017 Page 4 of 4 (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 Officers for the newly formed HACPFC Tenant Council were introduced to and welcomed by the Board. EXECUTM SESSION -No Executive Session was held. ADJOURNMENT - The meeting was adjourned at 4:28 p.m. The regular Board of Commissioners for the month of February is cancelled. The Board will next meet in regular session on March 30,2017,4:00 p.m. Board of Commissioners Recording Secretary 8. 9. /)i* Linda Chair, F. J. , Board of Commissioners F :\Executive\Ivlain\WPDATA\]r4INUTESU0 1 7\0 l26t'/ .docx