Kennewick Housing Authority (KHA) AGENDA KHA BOARD OF COMMISSIONERS MONTHLY MEETING Date: February 19, :30 P.M.

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1 Kennewick Housing Authority (KHA) AGENDA KHA BOARD OF COMMISSIONERS MONTHLY MEETING Date: February 19, :30 P.M. KHA s Mission Statement: Develop and maintain safe, affordable, quality housing that promotes healthy neighborhoods and inspires communities. Create partnership opportunities that support and encourage program participants to become self-sufficient. Manage all assets with fiscal responsibility & integrity. KHA s Vision Statement: KHA will be known and respected as a regional leader in leveraging resources to create affordable housing programs and opportunities that contribute positively to the community. A. BOARD MEETING MINUTES: 1. Approval of KHA s Regular held on. 2. Approval of KHA s Workshop held on January 17, B. VISITOR(S) INTRODUCTION: Visitors who wish to present to KHA Board Commissioners during open meeting session, may do so in accordance within KHA s Meeting Agenda, visitor will need to state/provide their full name, residency, will have two (2) to three (3) minutes maximum to present to KHA s Board Commissioners. Visitors who wish to submit any documentation/materials/etc. may do so either prior or succeeding a meeting to KHA s Executive Director. KHA Board Commissioners will not take action on visitor s presentation/submitted documentation/materials/etc. during a Board Meeting. Visitor(s): C. STAFF PROGRAM & DEPARTMENT REPORTS: Operations Indicator Report (Housing Programs, Leasing & Program Financial Data, etc.) for the month of January D. FINANCIAL REPORTS: Finance Director s January 2015 Monthly Report Narrative. January 2015 Financial Statements, Check Registers are enclosed in Board Packet. Resolution #1175: KHA Accounting Manual E. EXECUTIVE DIRECTOR REPORT: 1. Write Offs a. Resolution #1174: Approval Of Write-Offs For KHA s Public Housing Program For Tenant Rent, Move-Out Charges & Other Charges For Period Ending January 2015; 2. Nueva Vista Project Update 3. Delafield Update 4. Administrative & Staff Items 5. Public Housing Program 6. Housing Choice Voucher Programs TURN OVER

2 Kennewick Housing Authority (KHA) Board of Commissioners February 19, 2015 Board Meeting Agenda Page 2 F. BOARD REPORTS & DEVELOPMENT: 1. KHA Board & Agency Calendar: Calendar provided in KHA s February 19, 2015 Board Packet. G. BOARD COMMITTEE(S) REPORT (Report Status to Discuss/Discussed During Meeting): 1. Finance/Budget Committee (Commissioner Lang & Hartwig): 2. Personnel Committee (Commissioners Franzen & Moak): 3. Tenant Council (TC) Representation (Commissioners Lang & Turner): a. Sunnyslope Homes TC: b. Keewaydin Plaza TC: H. OTHER / NEW BUSINESS: I. EXECUTIVE SESSION:

3 Housing Authority City of Kennewick Board of Commissioners Minutes of the Board of Commissioners of the Housing Authority City of Kennewick s meeting, held at the Authority s Administration Office/Community Center at 1915 W. 4 th Place * Kennewick, Washington on and called to order at 1:30 P.M. Roll Call: Board Members Present: Thomas Moak Chair Ricky Franzen Pat Turner Michael Hartwig Board Members Absent: Robin Callow Excused Peter Lang, Resident-Directly Assisted Commissioner Excused Others in Attendance: Lona Hammer Executive Director Marc Rodriquez Maintenance/CFP Director Angela Fragozo Administrative Assistant AGENDA A. Approval of Minutes: 1. The Board of Commissioners reviewed the minutes of the regular Board Meeting held on December 18, Commissioner Franzen moved to approve the Minutes. Commissioner Turner seconded the motion. All were in favor: Ayes: 4 No: 0 B. Visitors: C. Staff Program & Department Reports: Commissioners and KHA staff reviewed monthly program and department reports. D. Financial Reports: 1. Commissioner Franzen moved to approve the December 2014 Disbursements in the amount of $972, Commissioner Turner seconded the motion. All were in favor: Ayes: 4 No: 0 E. Executive Director Report: 1. Resolution #1173: Write-Offs For KHA s Public Housing Program For Tenant Rent, Move-Out Charges & Other Charges For Period Ending December 2014: Resolution authorized KHA to formally write-off Public Housing Program vacated tenant accounts identified as uncollectible for the period ending December Once Board approves the list of uncollectible accounts, accounts will be turned over to KHA s Collection Agency for further action and per KHA s Collection Policy. Commissioner Franzen moved to approve Resolution #1173. Commissioner Turner seconded the motion. All were in favor: Ayes: 4 No: 0

4 KHA Board of Commissioners Page 2 2. KHA s Affordable Housing Development Project (Nueva Vista) Status Update: A. Lender and Investor Update: Most of the closing documents signed at KHA attorney s office in Spokane on December 19, A few documents completed in the following two weeks. On Monday, December 29, 2014, Housing Trust fund dollars arrived and were deposited and wired to title company. Closing and recording of all documents accomplished the afternoon of December 30, B. Construction Request for Proposals (RFP): WC Construction (preconstruction contractor) secured bids for the project. The construction contract was fully executed concurrent with closing of KHA s finance package. C. Design Work: KHA has Site Plan approval from the City of Kennewick along with Building Permit approval subject to attendance at the January 6, 2015 preconstruction meeting and payment of fees. KHA s civil permit also at the to be issued stage. Completion of this task prior to 2015 allowed KHA to pay the fee based on 2014 rates rather than KHA will meet twice a month with the contractor and the design team to continue to discuss the project. KHA s Maintenance/CFP Director will monitor the project s progress on behalf of KHA on a routine basis. D. Infrastructure Work: Infrastructure work is complete for Nueva Vista. The consolidation of the two lots is also complete and awaits vacation of the easements by the City of Kennewick. Vacation of the easements will occur in January E. Project-Based Voucher (PBV) Assistance: HUD approved KHA s PBV selection process on November 20, HUD s approval of KHA s project-based rental assistance process allowed execution of an Agreement to enter into a Housing Assistance Payments (AHAP) contract with Kennewick Affordable Housing LLLP. KHA investor s loan committee, which met in early December to review financing package, was concerned about the four 811 PRAD vouchers proposed since the Department of Commerce had not formally issued an announcement of award for the 811 PRAD vouchers. Given that KHA did not have a commitment of rental assistance from the Department of Commerce, KHA s Executive Director executed an AHAP contract for 20 vouchers from KHA s voucher allocation. The Department of Commerce subsequently announced their awards in mid-december after the execution of the AHAP contract. KHA was a successful awardee. A request will be made to Commerce approving KHA to execute a RAC for the future Phase II project. 3. Delafield Update: One unit leased. One unit is in the middle of the turnover process. The unit was not cleaned thoroughly by the tenant. Domestic Violence Services (DVS) has already selected a new tenant to occupy the unit once it is ready for occupancy. 4. Administrative & Staff Items: A. Community Needs Discussion: no activities this month. B. Regional Community Meetings/Conferences: i. Association of Washington State Housing Authorities (AWHA): KHA s Executive Director applied to serve as AWHA s representative to the State Advisory Council on Homelessness and await appointment by the Governor. KHA s Executive Director will be attending the quarterly meeting of the Council scheduled for January 22, 2014 and will be attending the regular quarterly meeting of AWHA scheduled for February 5-6,

5 KHA Board of Commissioners Page 3 ii. Human Services Coalition: KHA s Executive Director attended the Human Service Coalition meeting on January 7, C. Staff Items: Staffing: Remain at full staff with no vacancies. Teamwork: Continue to work with staff to develop a cohesive team approach and continue to address communication issues with staff both within KHA and with clients; overall agency complaints continue to lessen; continue to explore how KHA might further improve customer service to our applicants, participants and members of the public; and enhance teamwork within the KHA team. D. Strategic Planning: Strategic Planning Retreat set for Saturday, January 17, 2015 at KHA s Community Center. F. Board Reports & Development: 1. KHA Board & Agency 12-month Rolling Calendar: Provided copy in KHA s Board Packet. G. Board Committee(s) Reports: 1. Budget & Finance Committee: Board Chair Moak appointed Commissioner Hartwig to fill vacant Budget & Finance Committee seat. 2. Personnel Committee: no report 3. Tenant Council (TC) Reports: A. Sunnyslope Homes Tenant Council (TC) held meeting on January 13, B. Keewaydin Plaza Tenant Council (TC) meeting to be held on. H. Other Business: 1. New Appointment of Commissioner Welcome and introduction to Michael Hartwig - KHA s newly appointed Board Commissioner. Commissioner Hartwig is filling unexpired term previously held by Bill Alsdurf. After Commissioner Hartwig introduced himself, each Commissioner and staff proceeded to introduce themselves as well. 2. Commissioner Franzen moved to accept performance evaluation (period of February 18, 2014 November 18, 2014) of KHA s Executive Director with a salary increase of 5%. Commissioner Moak seconded the motion. All were in favor: Ayes: 4 No: 0 I. Executive Session: At 2:30 P.M. Commissioner Moak Board Chair publicly announced KHA Board of Commissioners would resume into executive session for twenty (20) minutes in accordance to RCW (1)(g) to evaluate the qualifications of an applicant for public employee or to review the performance of a public employee. Commissioner Moak Board Chair publicly announced KHA Board of Commissioners would continue in executive session for an additional ten (10) minutes. At 2:58 PM, Commissioner Moak Board Chair publicly announced KHA Board of Commissioners public meeting was resumed back in open session. 3

6 KHA Board of Commissioners Page 4 Adjournment: The Board of Commissioners adjourned at 3:01 P.M. ATTEST: Lona Hammer, Secretary/Executive Director Thomas Moak, KHA Board Chair 4