HOUSING AUTHORITY OF SNOHOMISH COUNTY 12711 - 4th Avenue West • Everett, Washington 98204

(425) 290-8499 or (425) 743-4505 FAX (425) 290-5618

25) 290-8499 or (425) 743-45055618

MEETING NOTICE REGULAR MEETING OF THE DATE: Tuesday, July 18, 2017 BOARD OF COMMISSIONERS TIME: 12:00 PM OF THE HOUSING AUTHORITY LOCATION: HASCO CONFERENCE ROOM OF SNOHOMISH COUNTY 12711—4TH AVE W EVERETT, WA 98204

AGENDA

INTRODUCTION AND OATH OF OFFICE A. New Commissioner, Amy Rusko B. ROLL CALL CONSENT ITEMS B. APPROVE Agenda for the July 18, 2017 Regular Meeting........................................................................ 1 C. ACTION on Minutes of the June 20, 2017 Regular Meeting ...................................................................... 3 D. Resolution No. 2271 Authorizing Payment of June 2017 Expenditures ..................................................... 8 ACTION ITEMS E. Resolution No. 2272 Approving Section 8 Management Assessment Program (SEMAP) Certification for

Fiscal Year Ending June 30, 2017 ............................................................................................................... 16 F. Resolution No. 2273 Amending Resolution No. 1415 The Public Records Disclosure Policy and

Procedures .................................................................................................................................................... 23 INFORMATION ITEMS G. Legal Counsel Report H. Commissioners’ Report I. Executive Director Report ADJOURNMENT

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OATH OF OFFICE OF

COMMISSIONER FOR THE HOUSING AUTHORITY OF SNOHOMISH COUNTY

I, Amy Rusko, do solemnly swear that I am a resident of the County of Snohomish and that I am not presently an officer or employee of the County or Housing Authority. I do further swear that I will support the constitution of the United States of America and of the State of Washington, and will faithfully discharge the duties of the office of Commissioner of the Housing Authority of Snohomish County according to the law and to the best of my judgement and ability, so help me God. Subscribed and sworn to before me this 18th day of July 2017. ______________________________ Notary Public of the State of Washington My Commission expires__________ SEAL

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The Regular Meeting of the Board of Commissioners was convened at 12:02 pm on Tuesday, June 20, 2017 at the Housing Authority of Snohomish County.

Present: Commissioner Choy Commissioner Matsumoto Wright Commissioner Wallace Commissioner Weikel Absent and Excused: Commissioner Goulet Staff: Duane Leonard, Executive Director Pam Frost, Director of Accounting

Jenisa Story, Director of HR and Administrative Services Kristen Cane, Director of Development and Policy Steve Kehler, Director of Asset Management Mindy Wilson, Asset Manager Kimberly Hart, Manufactured Home Specialist Liz Dewey, Human Resources Assistant

Counsel: Jay Reich, Pacifica Law Group CONSENT ITEMS Commissioner Weikel moved for approval of consent items. Commissioner Matsumoto Wright seconded and the motion passed unanimously to adopt the following: Item B. APPROVE Agenda for the June 20, 2017 Regular Meeting

Item C. ACTION on Minutes of the May 16, 2017 Annual Meeting

Item D. Resolution No. 2265 Authorizing Payment of May 2017 Expenditures

ACTION ITEMS Item E. Resolution No. 2266 Approval to Participate in Class Action Lawsuit This resolution authorizess the Executive Director to participate in a class action lawsuit against HUD to seek damages for HUD’s violation of their annual contributions contract with HASCO in 2012. Commissioner Weikel moved to approve the resolution. Commissioner Matsumoto Wright seconded and the motion was unanimously approved.

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Item F. Resolution No. 2267 Approving the Write Off of Delinquent Tenant Accounts Receivable

Twice a year, the Housing Authority writes off tenant accounts receivable that are deemed uncollectable. This write off includes HASCO-managed market-rate portfolio accounts totaling $3,261.

Commissioner Matsumoto Wright moved to approve the resolution. Commissioner Weikel seconded and the motion was unanimously approved.

Item G. Resolution No. 2268 Approving the FY18 Operating Budget

This resolution approves the fiscal year 2018 budget.

The cost of living increase for staff salaries is 2.5%. HASCO contributions to the Public Employees Retirement System are increasing by 1.52%. Medical, retirement and other benefits have remained the same as last year.

The budget for the Section 8 program assumes that business will continue as usual, although until there is a Federal budget approved, HASCO will be unsure of the funding level for the Section 8 program. HASCO’s annual contribution contract (ACC) total for Section 8 is 3,689 vouchers. The agency is continuing to invest in technology to streamline and improve processes.

HASCO continues to utilize a combination of project cash flow and HUD disposition fees to upgrade previous Public Housing units to compete in the marketplace. Rent and management fee increases of up to 5% will be factored into the budgets for the market rate properties. There are no anticipated rent increases in the USDA Rural Development program.

Extraordinary maintenance and capital needs are not included; going forward, capital needs will have its own budget process.

The Local Fund has been combined with the Central Office Cost Center (COCC). The costs are tracked in a separate project and are recovered from various programs and projects administered. The income for the COCC has decreased due to no longer receiving dwelling rent from Kid’s Country Daycare. Utility costs have increased due to residing in a larger office building.

Individual property budgets are largely consistent with previous years, only increasing slightly due to staffing changes and maintenance costs. No major projects are planned to begin within FY2018. Glenwood unit renovations are about 63% completed; completion of Trillium is scheduled for July and Westend unit renovations and building exterior updates are 50% completed.

Commissioner Weikel moved to approve the resolution. Commissioner Matsumoto Wright seconded and the motion was unanimously approved.

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Item H. Resolution No. 2269 Amending the Position Classification Plan and Salary Schedule

This resolution amends the salary schedule to include a 2.5% cost of living increase. The position classification plan reflects the following position changes: addition of one Senior Asset Manager, one Senior IT Manager, one Human Resources Specialist, two Housing Specialist I’s and one Maintenance Laborer I; deletion of one Management Information Systems Manager, one Asset Manager and one Roving Property Manager; reclassification of Executive Director to grade 9, all directors to grade 8 and Construction Superintendent to span grades 5 and 6; title changes from Director of Accounting to Director of Finance, Asset Manager to Portfolio Manager, Asset Management Chief of Staff to Asset Management Specialist, Maintenance Repairer to Maintenance Technician II, Rural Development Coordinator to Senior Rural Development Specialist, Receptionist to Client Service Representative and Maintenance Laborer to Maintenance Laborer I.

Commissioner Matsumoto Wright moved to approve the resolution. Commissioner Weikel seconded and the motion was unanimously approved.

Item I. Resolution No. 2270 Amending the Procurement and Disposition Policy Staff recently reviewed the procurement and disposition policy and is recommending administrative updates and changes to improve the efficiency of HASCO and to reflect the changes in law since the last update in 2012. Commissioner Weikel moved to approve the resolution. Commissioner Matsumoto Wright seconded and the motion was unanimously approved. INFORMATION ITEMS

Item J. – Finance Report

The current state of the Housing Authority’s finances was discussed during Resolution 2268.

Item K. – Asset Management Report

Kimberly Hart and Mindy Wilson provided an overview of HASCO’s manufactured home properties: Alpine Ridge East, Alpine Ridge South and Thomas Place. The interior and exteriors of the community rooms at Alpine Ridge East and South were updated in 2008. HASCO has replaced 34 homes with HUD code homes. Generally, there are three to four homes sold per year. The homes are sold to individuals with a right of refusal, meaning HASCO reserves the right to purchase the homes back if they are to be sold. BECU had previously been the lender; however, HomeSight is now the lender in use. HomeSight offers a second mortgage with deferment that assists in purchasing the home. The owners purchase the home and rent the pad space from HASCO. Item L. – Administrative Services Report

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Jenisa Story reported that Administrative Services is focused on streamlining the department for efficiency and continues to focus on technology. There is an average of 1,500 clients per month assisted in the lobby, which is an increase from the previous building, and will continue to increase as the Resident Resources division continues to hold Lobby Days for clients and walk-ins. The reorganization of the Administrative Services department will include adding a second person at the front desk. Now that File Vision is in use and SharePoint has been rolled out, the department is looking at records management software to manage records retention required for the agency. Item M. – Development and Policy Report Kristen Cane provided an update for the Development and Policy department. There are three active development projects: Westend, Trillium and Glenwood. Westend should be completed by the end of the year. Trillium was 70% complete as of April 30 and Glenwood was 90% complete as of the end of May. Construction may need to halt on both projects if the state budget is not approved by June 30. The department has been working to locate projects for 25 VASH Project-Based Vouchers and have found three projects in Everett. The projects will include the Catholic Housing Services ESSSH Project, Housing Hope Hopeworks Station II project and the Compass Health Broadway Supportive Housing project. HASCO continues to look for property to build transit-oriented housing in Lynnwood and Mountlake Terrace. Kristen and Duane met with Sound Transit to discuss continued interest in the Lynnwood Link Sound Transit surplus sites. HASCO has started a collaboration with EHA and will be meeting quarterly starting June 27th. This collaboration has provided initial HCV data between EHA and HASCO: - 50% of voucher holders live in Everett, 17% in Lynnwood and 10% in Marysville - 53% of voucher holders are elderly or disabled, 41% are households with children - 90% of households are elderly, disabled, employed or subject to work requirements - 85% are extremely low income (30% AMI or less) - Average program tenure is seven years - 11% are limited English proficiency (LEP), 34 primary languages are spoken among

HASCO clients There will be more information provided as the collaboration continues. HASCO submitted an application, on June 5th, in coordination with eight partners, to the One-Roof Training Academy. This program is designed to assist communities interested in creating housing and child welfare partnerships that develop housing solutions for families at the intersection of homelessness and child welfare involvement. The selection will be made by June 30th.

Item N. – Legal Counsel Report

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Jay Reich discussed a Supreme Court case that involved the Port of Vancouver which limits the options for using Executive Sessions. This case indicates care needs to be taken when using Executive Sessions to discuss the sale of properties.

Item O. – Commissioners’ Report

Commissioner Matsumoto Wright advised that the Affordable Housing conference held in Everett was very informative and she was glad to see HASCO employees attending.

Item P. – Executive Director Report Duane Leonard reported that HASCO is waiting to hear from Snohomish County regarding the new Commissioner. He also reported that the proposal from Compass Health will be declined as of now as EHA opposes this proposal. The HUD Inspector General continues to request documentation regarding the Monroe Family Village construction investigation. Lastly, Duane advised that he spoke at a Homeownership Conference in Tukwila. ADJOURNMENT Commissioner Weikel moved to adjourn the meeting. Commissioner Matsumoto Wright seconded and the meeting was adjourned at 1:49 pm. ______________________________ Michael Choy, Chairperson SEAL ATTEST ____________________________ Secretary

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HOUSING AUTHORITY OF SNOHOMISH COUNTY RESOLUTION NO. 2271

AUTHORIZING PAYMENT OF JUNE 2017 EXPENDITURES

WHEREAS, the Executive Director has reviewed and approved HASCO expenditures for the month ending June 2017. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF SNOHOMISH COUNTY that Payment authorization is approved for June 2017 expenditures as attached. DATED, this 18th day of July, 2017. The Chairperson thereupon declared said motion carried and said Resolution adopted. Michael Choy, Chairperson SEAL ATTEST: ___________________________ Secretary

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I have reviewed the attached expenditures listing totaling $6,830,075.68 and have indicated any changes to be made.

I hereby approve payment of the expenditures.

_______________________________________Duane Leonard - Executive Director

Prepared by: Stephanie Jensen

Housing Authority of Snohomish County

Expenditure Approval

Month(s) Ending: June 2017

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Property Name Date Amount Description Date wiredAutumn Chase 6/6/2017 12,092.05$ 06/05/17 payables 6/8/2017Autumn Chase 6/7/2017 8,360.33$ 06/09/17 payroll 6/8/2017Autumn Chase 6/14/2017 8,140.85$ 06/13/17 payables 6/15/2017Autumn Chase 6/21/2017 5,859.73$ 06/20/17 payables 6/22/2017Autumn Chase 6/21/2017 7,218.42$ 06/23/17 payroll 6/22/2017Autumn Chase 6/28/2017 5,583.87$ 06/27/17 payables 6/29/2017Autumn Chase Total 47,255.25$ Bristol Square 6/6/2017 3,699.29$ 06/05/17 payables 6/8/2017Bristol Square 6/6/2017 5,314.39$ 06/09/17 payroll 6/8/2017Bristol Square 6/14/2017 9,126.39$ 06/13/17 payables 6/15/2017Bristol Square 6/21/2017 3,896.49$ 06/23/17 payroll 6/22/2017Bristol Square 6/21/2017 2,788.13$ 06/19/17 payables 6/22/2017Bristol Square 6/28/2017 5,309.28$ 06/26/17 payables 6/29/2017Bristol Square Total 30,133.97$ Ebey Arms 6/6/2017 2,881.33$ 06/05/17 payables 6/8/2017Ebey Arms 6/7/2017 1,714.24$ 06/09/17 payroll 6/8/2017Ebey Arms 6/14/2017 2,641.01$ 06/13/17 payables 6/15/2017Ebey Arms 6/21/2017 474.34$ 06/20/17 payables 6/22/2017Ebey Arms 6/21/2017 2,484.07$ 06/23/17 payroll 6/22/2017Ebey Arms 6/28/2017 1,375.64$ 06/27/17 payables 6/29/2017Ebey Arms Total 11,570.63$ Edmonds Highlands 6/6/2017 4,186.92$ 06/05/17 payables 6/8/2017Edmonds Highlands 6/7/2017 5,825.49$ 06/09/17 payroll 6/8/2017Edmonds Highlands 6/14/2017 23,039.77$ 06/13/17 payables 6/15/2017Edmonds Highlands 6/21/2017 6.96$ 06/20/17 payables 6/22/2017Edmonds Highlands 6/21/2017 5,840.54$ 06/23/17 payroll 6/22/2017Edmonds Highlands 6/28/2017 2,289.50$ 06/27/17 payables 6/29/2017Edmonds Highlands Total 41,189.18$ Millwood Estates 6/6/2017 3,027.94$ 06/05/17 payables 6/8/2017Millwood Estates 6/7/2017 14,324.46$ 06/09/17 payroll 6/8/2017Millwood Estates 6/14/2017 24,382.62$ 06/13/17 payables 6/15/2017Millwood Estates 6/21/2017 5,772.05$ 06/20/17 payables 6/22/2017Millwood Estates 6/21/2017 14,888.04$ 06/23/17 payroll 6/22/2017Millwood Estates 6/28/2017 45,961.58$ 06/27/17 payables 6/29/2017Millwood Estates Total 108,356.69$ Raintree Village 6/6/2017 1,256.25$ 06/05/17 payables 6/8/2017Raintree Village 6/6/2017 4,973.58$ 06/09/17 payroll 6/8/2017Raintree Village 6/14/2017 7,638.40$ 06/13/17 payables 6/15/2017Raintree Village 6/21/2017 4,285.94$ 06/23/17 payroll 6/22/2017Raintree Village 6/21/2017 3,144.78$ 06/19/17 payables 6/22/2017Raintree Village 6/28/2017 12,407.58$ 06/26/17 payables 6/29/2017Raintree Village Total 33,706.53$ Trillium 6/5/2017 866.41$ 06/05/17 payables 6/8/2017Trillium 6/7/2017 2,406.74$ 06/09/17 payroll 6/8/2017Trillium 6/14/2017 5,007.36$ 6/13/17 payables 6/15/2017Trillium 6/20/2017 2,086.96$ 6/20/17 payables 6/22/2017Trillium 6/21/2017 2,201.03$ 06/23/17 payroll 6/22/2017Trillium 6/27/2017 1,024.23$ 6/27/2017 payables 6/29/2017Trillium Total 13,592.73$ Valley Commons 6/6/2017 1,045.00$ 06/05/17 payables 6/8/2017Valley Commons 6/7/2017 1,644.76$ 06/09/17 payroll 6/8/2017Valley Commons 6/14/2017 5,534.70$ 06/13/17 payables 6/15/2017Valley Commons 6/21/2017 1,254.91$ 06/20/17 payables 6/22/2017Valley Commons 6/21/2017 1,688.51$ 06/23/17 payroll 6/22/2017Valley Commons 6/28/2017 9,765.32$ 06/27/17 payables 6/29/2017Valley Commons Total 20,933.20$ Whispering Pines 6/6/2017 11,867.53$ 06/05/17 payables 6/8/2017Whispering Pines 6/6/2017 17,084.48$ 06/09/17 payroll 6/8/2017Whispering Pines 6/14/2017 24,213.45$ 06/13/17 payables 6/15/2017Whispering Pines 6/21/2017 13,651.37$ 06/23/17 payroll 6/22/2017Whispering Pines 6/21/2017 13,278.04$ 06/19/17 payables 6/22/2017Whispering Pines 6/28/2017 20,846.80$ 06/26/17 payables 6/29/2017Whispering Pines Total 100,941.67$ Grand Total 407,679.85$

AFFORDABLE HOUSING PAYABLE LOG

Printed 7/11/2017

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ItemDate PayeeName CheckNumber ItemAmount6/1/2017 Bank of America (5,071.87) 6/1/2017 Bank of America (95,718.65) 6/1/2017 Bank of America (285.00) 6/1/2017 Bank of America (45,456.83) 6/1/2017 Bank of America (4,521.39) 6/1/2017 Bank of America (35,924.41) 6/1/2017 Bank of America (3,044.11) 6/1/2017 Bank of America (3,991.32) 6/1/2017 Bank of America (19,971.57) 6/1/2017 Bank of America (41,513.91) 6/1/2017 Bank of America (16,172.13) 6/1/2017 PUD No. 1 of Snohomish County (403.00) 6/1/2017 USDA 715710 (4,175.51) 6/2/2017 Bank of America (12,931.50) 6/2/2017 ADP Inc 715712 (776.28) 6/2/2017 Advantage Building Services 715713 (198.00) 6/2/2017 Affordable Renovations Inc 715714 (1,400.00) 6/2/2017 American Family Life Assurance Company 715715 (1,024.25) 6/2/2017 Apex Facility Resources Inc 715716 (1,751.98) 6/2/2017 April Nielsen (123.48) 6/2/2017 Bank of America 715717 (2,780.00) 6/2/2017 Bobby Simpson (171.74) 6/2/2017 Cathy Schindler (101.54) 6/2/2017 Cintas Corporation No 2 715718 (96.94) 6/2/2017 Comcast Cable Communications Inc 715719 (3,744.74) 6/2/2017 Emphasys Computer Solutions 715720 (4,212.00) 6/2/2017 Environmental Works 715721 (390.00) 6/2/2017 Harmsen & Associates Inc 715722 (2,784.00) 6/2/2017 HD Supply Facilities Maintenance LTD 715723 (1,860.46) 6/2/2017 Joshua K McStott 715724 (1,731.00) 6/2/2017 Judd & Black 715725 (1,658.85) 6/2/2017 Language Line Services Inc 715726 (35.65) 6/2/2017 Larry Goulet 715727 (113.82) 6/2/2017 New Life Flooring Inc 715728 (6,323.86) 6/2/2017 Pitney Bowes Inc 715729 (50.14) 6/2/2017 PUD No 1 of Snohomish County 715730 (2,651.31) 6/2/2017 Puget Sound Energy 715731 (192.01) 6/2/2017 Robert Half International Inc 715732 (1,157.20) 6/2/2017 Roto Rooter 715733 (374.50) 6/2/2017 Sharon N Bennett 715734 (81.83) 6/2/2017 Signature Forms 715735 (46.47) 6/2/2017 Stop Bugging Me LLC 715736 (351.27) 6/2/2017 Waste Management - Northwest 715737 (9,491.63) 6/2/2017 Waste Management - Northwest 715738 (61.88) 6/2/2017 Wave Broadband 715739 (598.12) 6/2/2017 YWCA 715740 (2,466.00) 6/8/2017 ADP, Inc. ppe 3Jun17 pd 9Jun17 (109,383.98) 6/8/2017 ADP, Inc. ppe 3Jun17 pd 9Jun17 (41,796.83) 6/9/2017 5 Star Services Inc 715741 (4,180.00) 6/9/2017 5 Star Services Inc 715742 (1,200.10) 6/9/2017 ADP Inc 715743 (19.80) 6/9/2017 Affirma Consulting LLC 715744 (9,542.50) 6/9/2017 Alliance 2020 Inc 715745 (43.20) 6/9/2017 At Your Leisure Services LLC 715746 (159.49) 6/9/2017 Axis Roof & Gutter Inc 715747 (950.00) 6/9/2017 Bobby Simpson (138.57) 6/9/2017 Cellco Partnership 715748 (1,122.57) 6/9/2017 Chevron Corporation 715749 (2,817.14) 6/9/2017 Christopher Collier (41.10) 6/9/2017 Cintas Corporation No 2 715750 (96.94) 6/9/2017 City of Mountlake Terrace 715751 (7,100.49)

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ItemDate PayeeName CheckNumber ItemAmount6/9/2017 City of Snohomish 715752 (3,387.57) 6/9/2017 City of Stanwood 715753 (4,973.61) 6/9/2017 Cobra Construction Co 715754 (6,366.44) 6/9/2017 Comcast Cable Communications Inc 715755 (86.38) 6/9/2017 Department of Retirement Systems 60917 (28,932.20) 6/9/2017 Dupre + Scott Apartment Advisors Inc 715756 (3,000.00) 6/9/2017 Express Business Resources 715757 (8,782.62) 6/9/2017 Falkin Associates Inc 715758 (2,000.00) 6/9/2017 Frontier 715759 (87.97) 6/9/2017 Gerald R Christin Jr 715760 (1,750.00) 6/9/2017 HD Supply Facilities Maintenance LTD 715761 (799.93) 6/9/2017 Interface Engineering Inc 715762 (2,387.83) 6/9/2017 International City Management Association Corp (545.44) 6/9/2017 Janinna Attick (88.88) 6/9/2017 Kimberly Hart (92.02) 6/9/2017 Lake Stevens Sewer District 715763 (8,772.00) 6/9/2017 Mark Papritz (372.36) 6/9/2017 Nan McKay & Associates Inc 715764 (224.00) 6/9/2017 Nationwide Recovery Service Inc 715765 (137.00) 6/9/2017 Olympic Collection Inc 715766 (519.12) 6/9/2017 Orkin LLC 715767 (87.55) 6/9/2017 Pitney Bowes Inc 715768 (46.76) 6/9/2017 Pitney Bowes Inc 715769 (1,191.93) 6/9/2017 PUD No 1 of Snohomish County 715770 (870.94) 6/9/2017 Puget Sound Energy 715771 (90.22) 6/9/2017 Silver Lake Water & Sewer District 715772 (3,975.25) 6/9/2017 Snohomish County 715773 (4,433.48) 6/9/2017 Snohomish County Treasurer 715774 (67.30) 6/9/2017 Sound Security Inc 715775 (307.00) 6/9/2017 State of Washington 715776 (46.00) 6/9/2017 State of Washington 715777 (5,093.75) 6/9/2017 Stop Bugging Me LLC 715778 (270.27) 6/9/2017 Synergy Construction Inc 715779 (739,199.55) 6/9/2017 The Sherwin-Williams Company 715780 (101.90) 6/9/2017 U S Bank National Association 715781 (34.00) 6/9/2017 Washington State Health Care Authority 715782 (71,863.53) 6/9/2017 Washington State Housing Finance Commission 715783 (50.00) 6/9/2017 Waste Management - Northwest 715784 (31.92) 6/9/2017 Wesley Axlen 715785 (22,105.00) 6/9/2017 Woodburn Company 715786 (8.69) 6/12/2017 Bank of America (31,871.37) 6/12/2017 Iris D Lipp 715787 (364.00) 6/12/2017 Jerri Lois Meyers 715788 (688.65) 6/12/2017 Terray D. Nelsen 715789 (200.00) 6/16/2017 Advantage Building Services 715796 (2,665.00) 6/16/2017 Affirma Consulting LLC 715797 (8,252.50) 6/16/2017 Anderson Hunter Law Firm PS 715798 (487.50) 6/16/2017 Apex Facility Resources Inc 715799 (11,086.64) 6/16/2017 Arbitrage Compliance Specialists Inc 715800 (3,500.00) 6/16/2017 CBS Reporting Inc 715801 (949.00) 6/16/2017 Cintas Corporation No 2 715802 (96.94) 6/16/2017 City of Marysville 715803 (7,888.86) 6/16/2017 Comcast Cable Communications Inc 715804 (351.92) 6/16/2017 Crystal and Sierra Springs 715805 (148.19) 6/16/2017 Doors Inc 715806 (398.00) 6/16/2017 Environmental Works 715807 (72.25) 6/16/2017 Environmental Works 715808 (2,233.75) 6/16/2017 Guardian Security Systems Inc 715809 (252.00) 6/16/2017 Hamida Al-Rubaie (32.00) 6/16/2017 HD Supply Facilities Maintenance LTD 715810 (1,565.06) 6/16/2017 Heartland Automotive Services Inc 715811 (148.48)

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ItemDate PayeeName CheckNumber ItemAmount6/16/2017 Jades Jet City Carpet Cleaning Inc 715812 (140.00) 6/16/2017 Jenisa Story (94.93) 6/16/2017 Judd & Black 715813 (99.95) 6/16/2017 Nationwide Recovery Service Inc 715814 (550.77) 6/16/2017 New Life Flooring Inc 715815 (2,916.58) 6/16/2017 Pacifica Law Group LLP 715816 (2,154.50) 6/16/2017 Paradise Valley Landscaping Company Inc 715817 (1,200.00) 6/16/2017 Petro Minchuk 715818 (467.00) 6/16/2017 Pitney Bowes Inc 715819 (110.00) 6/16/2017 Pitney Bowes Inc 715820 (2,878.90) 6/16/2017 PUD No 1 of Snohomish County 715821 (1,047.65) 6/16/2017 Puget Sound Energy 715822 (79.40) 6/16/2017 Refinishing Solutions LLC 715823 (625.00) 6/16/2017 Rentokil North America Inc 715824 (250.00) 6/16/2017 Republic Services Inc 715825 (2,490.14) 6/16/2017 Robert Half International Inc 715826 (7,714.96) 6/16/2017 SHRED-IT US JV LLC 715827 (1,345.50) 6/16/2017 Signature Forms 715828 (31.02) 6/16/2017 Sound Publishing Inc 715829 (371.50) 6/16/2017 Technology Unlimited Inc 715830 (266.95) 6/16/2017 The Plumbing & Drain Company 715831 (152.50) 6/16/2017 The Sherwin-Williams Company 715832 (397.63) 6/16/2017 Waste Management - Northwest 715833 (365.42) 6/16/2017 Woodridge Construction LLC 715834 (159,412.81) 6/16/2017 YWCA 715835 (2,830.50) 6/21/2017 Petty Cash 715838 (126.40) 6/21/2017 PUD No 1 of Snohomish County 715837 (161.00) 6/22/2017 ADP, Inc. ppe 17Jun17 pd 23Jun17 (41,218.16) 6/22/2017 ADP, Inc. ppe 17Jun17 pd 23Jun17 (109,755.15) 6/22/2017 Bank of America 715863 (12,890.26) 6/23/2017 ADP Inc 715839 (696.92) 6/23/2017 Alderwood Water & Wastewater District 715840 (7,628.44) 6/23/2017 Andromeda Enterprises Corp 715841 (2,607.02) 6/23/2017 Bobby Simpson (175.48) 6/23/2017 Christine Hoover (67.06) 6/23/2017 Chuck Hurt (165.00) 6/23/2017 Cintas Corporation No 2 715842 (96.94) 6/23/2017 City of Arlington 715843 (7,837.53) 6/23/2017 City of Lynnwood 715844 (6,419.81) 6/23/2017 Comcast Cable Communications Inc 715845 (42.78) 6/23/2017 Department of Retirement Systems 62317 (28,844.58) 6/23/2017 Elizabeth Dewey (49.11) 6/23/2017 Frontier 715846 (48.97) 6/23/2017 HD Supply Facilities Maintenance LTD 715847 (163.59) 6/23/2017 Integra Telecom Inc 715848 (1,581.43) 6/23/2017 International City Management Association Corp (545.44) 6/23/2017 Jackie VanAssche (207.15) 6/23/2017 Jades Jet City Carpet Cleaning Inc 715849 (1,454.00) 6/23/2017 James Munn 715850 (60.00) 6/23/2017 Joshua K McStott 715851 (2,715.00) 6/23/2017 Kristen Cane (199.03) 6/23/2017 Mark Papritz (252.52) 6/23/2017 Mike Werlech Construction Inc 715852 (14,510.47) 6/23/2017 New Life Flooring Inc 715853 (3,666.56) 6/23/2017 Olympic Collection Inc 715854 (211.92) 6/23/2017 Pat Sutherland (25.00) 6/23/2017 PUD No 1 of Snohomish County 715855 (3,432.74) 6/23/2017 Puget Sound Energy 715856 (3.23) 6/23/2017 Sarah Max (100.00) 6/23/2017 Senior Services of Snohomish County 715857 (4,680.00) 6/23/2017 SimplexGrinnell 715858 (1,081.87)

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ItemDate PayeeName CheckNumber ItemAmount6/23/2017 SMS - Superior Maintenance Solutions LLC 715859 (900.00) 6/23/2017 Snohomish County 715860 (546.00) 6/23/2017 U S Bank National Association 715861 (1,320.00) 6/23/2017 United Way 715862 (10.00) 6/23/2017 Virginia Redden (15.89) 6/29/2017 Dalla L. Cram 715901 (58.00) 6/30/2017 AAA Fire and Safety 715864 (560.00) 6/30/2017 Affordable Renovations Inc 715865 (11,300.00) 6/30/2017 Affordable Renovations Inc 715866 (25,200.00) 6/30/2017 Answerline Communications Inc 715867 (184.00) 6/30/2017 April Nielsen (74.58) 6/30/2017 Bank of America 715868 (409.97) 6/30/2017 Bobby Simpson (234.33) 6/30/2017 Builders Exchange of Washington Inc 715869 (270.15) 6/30/2017 Cathy Schindler (70.62) 6/30/2017 Christopher Bogdan (155.15) 6/30/2017 Christopher Collier (40.03) 6/30/2017 Cintas Corporation No 2 715870 (96.94) 6/30/2017 City of Lynnwood 715871 (12,455.97) 6/30/2017 City of Marysville 715872 (491.23) 6/30/2017 City of Mountlake Terrace 715873 (32,457.00) 6/30/2017 Comcast Cable Communications Inc 715874 (34.27) 6/30/2017 Cynthia L Post 715793 (260.00) 6/30/2017 Emphasys Computer Solutions 715875 (3,672.00) 6/30/2017 Fence Systems NW Inc 715876 (2,700.00) 6/30/2017 Gerald R Christin Jr 715877 (375.00) 6/30/2017 Government Finance Officers Association of the United States and Canada 715878 (160.00) 6/30/2017 HD Supply Facilities Maintenance LTD 715879 (1,246.09) 6/30/2017 Janinna Attick (17.61) 6/30/2017 Jenna Christenson (7.22) 6/30/2017 Judd & Black 715880 (4,503.60) 6/30/2017 Kimberly Hart (134.71) 6/30/2017 Language Line Services Inc 715881 (11.45) 6/30/2017 Lorna J Bien 715794 (10.00) 6/30/2017 Lorrene True 715795 (10.00) 6/30/2017 NVL Laboratories Inc 715882 (907.42) 6/30/2017 Paradise Valley Landscaping Company Inc 715883 (4,020.00) 6/30/2017 Public Housing Authorities Directors Association 715884 (1,000.00) 6/30/2017 Puckett & Redford PLLC 715885 (677.00) 6/30/2017 PUD No 1 of Snohomish County 715886 (2,114.24) 6/30/2017 Puget Sound Energy 715887 (93.73) 6/30/2017 Rentokil North America Inc 715888 (125.00) 6/30/2017 Senior Services of Snohomish County 715889 (751.50) 6/30/2017 Signature Forms 715890 (171.17) 6/30/2017 Stop Bugging Me LLC 715891 (157.26) 6/30/2017 Synergy Construction Inc 715892 (971,102.74) 6/30/2017 TALX Corporation 715893 (877.50) 6/30/2017 Technology Unlimited Inc 715894 (350.00) 6/30/2017 The Sherwin-Williams Company 715895 (85.96) 6/30/2017 The Sherwin-Williams Company 715896 (719.73) 6/30/2017 Uline Inc 715897 (38.01) 6/30/2017 Volunteers of America Western Washington 715898 (1,706.86) 6/30/2017 Woodburn Company 715899 (836.12) 6/30/2017 Workforce Development Council Snohomish County 715900 (25,000.00)

Total (3,065,447.60) Total HAP/UAP Payments (3,356,948.23) Total Wires to Property Managers (407,679.85)

Total Payments (6,830,075.68)$

14

DATE DESCRIPTION P.O. NUMBER P.O. TOTAL RECEIPTED VENDOR1/26/2015 Woodlake Manor III Professional Services 344-307 $ 48,380.00 $ 43,931.55 Environmental Works1/26/2015 Ebey Arms Common Area Flooring Upgrades 359-311 $ 46,609.00 $ 53,299.00 New Life Flooring Inc1/29/2015 Glenwood ADA unit upgrades 366-315 $ 44,008.00 $ 46,411.96 Cobra Construction Co7/8/2015 Rehab Purchases for Ebey Arms (FF&E) 620-573 $ 17,000.00 $ 13,517.93 Bank of America

8/17/2015 Tall Firs professional services-Apartment Renovations 726-649 $ 82,871.00 $ 81,603.04 Environmental Works

11/30/2015Cedar Grove unit H1 and K1 and East Terrace unit 4219B and 4221A renovations 892-816 $ 60,400.00 $ 63,699.14 Affordable Renovations Inc

2/22/2016 East Terrace and Cedar Grove boilers engineering 1039-954 $ 19,500.00 $ 7,900.00 Interface Engineering Inc2/22/2016 Valley Commons-Fire Sprinkler Professional Services 1049-955 $ 19,920.00 $ 14,627.60 Interface Engineering Inc2/29/2016 Glenwood apartments renovations 1057-967 $ 22,322.00 $ 10,826.25 Environmental Works3/29/2016 Scattered Site 4306A unit renovations 1111-1014 $ 21,000.00 $ 21,176.00 Woodridge Construction LLC4/4/2016 Construction Administration - New Office Building 1133-1023 $ 58,854.00 $ 57,676.92 INNOVA Architechs Inc

4/13/2016 Development and construction consulting 1136-1042 $ 85,000.00 $ 84,983.70 J H Brawner & Company6/14/2016 SharePoint Design Services, monthly consulting for 15 months 1258-1149 $ 30,000.00 $ 24,000.00 Affirma Consulting LLC7/15/2016 BPO - FY2017 Postage @ $5,000/mo * 12 months. 1327-1212 $ 60,000.00 $ 27,405.90 Pitney Bowes Inc

10/19/2016 Tall Firs - FF&E/Developer Fee 1549-1411 $ 30,000.00 $ 10,860.76 Bank of America

11/17/2016Westend Inspections - Falkin. Anticipate 16 inspections at $1,000. Total of $16,000. 1643-1489 $ 16,000.00 $ 6,000.00 Falkin Associates Inc

11/30/2016 Cedar Grove-Unit F2 renovation 1519-1503 $ 23,336.50 $ 21,215.00 Wesley Axlen12/1/2016 Cedar Grove-Unit B2 renovation 1520-1504 $ 31,450.98 $ 29,136.80 Woodridge Construction LLC

1/18/2017Annual Renewal Appliance January 1, 2017 to December 31, 2017 Judd & Black 1756-1604 $ 85,000.00 $ 24,968.64 Judd & Black

1/18/2017Annual Renewal Contract January 1, 2017 to December 31,2017 Vacate Unite Interior Cleaning 1763-1607 $ 20,000.00 $ 11,860.00 5 Star Services Inc

1/30/2017Annual Contract Renewal January 1, 2017 to December 31, 2017 Interior Vacate Unit Painting 1787-1632 $ 55,000.00 $ 27,185.00 Joshua K McStott

1/30/2017Audio Visual technology for 5 meeting rooms, including projectors, Monitors, sound and receivers. 1789-1633 $ 45,000.00 $ 38,031.80 Best Buy Stores LP

2/1/2017 Audit Service FY 2016 1804-1642 $ 57,100.00 $ 56,300.34 State Auditors Office

3/1/2017Annual Contract Prospect Plaza Cleaning Services from January 1, 2017 to December 31, 2017 1859-1705 $ 27,000.00 $ 11,674.20 Advantage Building Services

4/19/2017Soundmasking system for whole office including 46 speakers and installation after hours 1985-1815 $ 22,173.32 $ 22,173.30 Apex Facility Resources Inc

4/28/2017T&M contract planning workflows, new sites, bug fixing and other adhoc requests 1999-1832 $ 65,000.00 $ 27,720.00 Affirma Consulting LLC

6/5/2017 Centerhouse exterior clean & paint 2059-1895 $ 48,290.00 $ - 5 Star Services Inc

Purchase Orders Over $15,000

HOUSING AUTHORITY OF SNOHOMISH COUNTY RESOLUTION NO. 2272

APPROVING SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP) CERTIFICATION FOR FISCAL YEAR ENDING JUNE 30, 2017

WHEREAS, the U.S. Department of Housing and Urban Development (HUD) has published regulations relating to the Section 8 Management Assessment Program (SEMAP) Certification; and

WHEREAS, pursuant to said regulations, it is necessary for the Housing Authority to submit a certification as to the Authority’s performance on several indicators under the SEMAP

program; NOW THEREFORE BE IT RESOLVED THAT THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF SNOHOMIS COUNTY that the Section 8 Management Assessment Program (SEMAP) Certification is hereby approved and ratified.

DATED, this 18th day of July, 2017.

The Chairperson thereupon declared said motion carried and said Resolution adopted.

_____________________________________ Michael Choy, Chairperson

SEAL

ATTEST:

________________________________________ Secretary

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ChristineHoover

PIC Main

SEMAP

Logoff

List Summary Certification

Field Office: 0APH SEATTLE HUB OFFICE

Housing Agency: WA039 Snohomish Co

PHA Fiscal Year End: 6/30/2017

OMB Approval No. 2577-0215SEMAP CERTIFICATION (Page 1)

Public reporting burden for this collection of information is estimated to average 12 hours perresponse, including the time for reviewing instructions, searching existing data sources, gathering andmaintaining the data needed, and completing and reviewing the collection of information.This agencymay not conduct or sponsor, and you are not required to respond to, a collection of information unlessit displays a currently valid OMB control number.

This collection of information is required by 24 CFR sec 985.101 which requires a Public HousingAgency (PHA) administering a Section 8 tenant-based assistance program to submit an annualSEMAP Certification within 60 days after the end of its fiscal year. The information from the PHAconcerns the performance of the PHA and provides assurance that there is no evidence of seriouslydeficient performance. HUD uses the information and other data to assess PHA managementcapabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses aremandatory and the information collected does not lend itself to confidentiality.

Check here if the PHA expends less than $300,000 a year in federal awards Indicators 1 - 7 will not be rated if the PHA expends less than $300,000 a year in Federal awards andits Section 8 programs are not audited for compliance with regulations by an independent auditor. APHA that expends less than $300,000 in Federal awards in a year must still complete the certificationfor these indicators.Performance Indicators

1 Selection from Waiting List (24 CFR 982.54(d)(1) and 982.204(a))

a. The HA has written policies in its administrative plan for selecting applicants from the waiting list.

PHA Response Yes No

b. The PHA's quality control samples of applicants reaching the top of the waiting list andadmissions show that at least 98% of the families in the samples were selected from the waiting listfor admission in accordance with the PHA's policies and met the selection criteria that determinedtheir places on the waiting list and their order of selection.

PHA Response Yes No

2 Reasonable Rent (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507)

a. The PHA has and implements a reasonable written method to determine and document for eachunit leased that the rent to owner is reasonable based on current rents for comparable unassistedunits (i) at the time of initial leasing, (ii) before any increase in the rent to owner, and (iii) at the HAPcontract anniversary if there is a 5 percent decrease in the published FMR in effect 60 days beforethe HAP contract anniversary. The PHA's method takes into consideration the location, size, type,quality, and age of the program unit and of similar unassisted units and any amenities, housingservices, maintenance or utilities provided by the owners.

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PHA Response Yes No

b. The PHA's quality control sample of tenant files for which a determination of reasonable rent wasrequired to show that the PHA followed its written method to determine reasonable rent anddocumented its determination that the rent to owner is reasonable as required for (check one): PHA Response At least 98% of units sampled 80 to 97% of units sampled

Less than 80% of units sampled

3 Determination of Adjusted Income (24 CFR part 5, subpart F and 24 CFR 982.516)

The PHA's quality control sample of tenant files show that at the time of admission andreexamination, the PHA properly obtained third party verification of adjusted income or documentedwhy third party verification was not available; used the verified information in determining adjustedincome; properly attributed allowances for expenses; and, where the family is responsible for utilitiesunder the lease, the PHA used the appropriate utility allowances for the unit leased in determiningthe gross rent for (check one):

PHA Response At least 90% of files sampled 80 to 89% of files sampled

Less than 80% of files sampled

4 Utility Allowance Schedule (24 CFR 982.517)

The PHA maintains an up-to-date utility schedule. The PHA reviewed utility rate data that itobtained within the last 12 months, and adjusted its utility allowance schedule if there has been achange of 10% or more in a utility rate since the last time the utility allowance schedule was revised.

PHA Response Yes No

5 HQS Quality Control (24 CFR 982.405(b))

The PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscalyear, which met the minimum sample size required by HUD (see 24 CFR 985.2), for quality controlof HQS inspections. The PHA supervisor's reinspected sample was drawn from recently completedHQS inspections and represents a cross section of neighborhoods and the work of cross section ofinspectors.

PHA Response Yes No

6 HQS Enforcement (24 CFR 982.404)

The PHA's quality control sample of case files with failed HQS inspections shows that, for all casessampled, any cited life-threatening HQS deficiencies were corrected within 24 hours from theinspection and, all other cited HQS deficiencies were corrected within no more than 30 calendardays from the inspection or any PHA-approved extension, or, if HQS deficiencies were not correctedwithin the required time frame, the PHA stopped housing assistance payments beginning no laterthan the first of the month following the correction period, or took prompt and vigorous action toenforce the family obligations for (check one):

PHA Response At least 98% of cases sampled Less than 98% of cases sampled

7 Expanding Housing Opportunities.

(24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12))Applies only to PHAs with jurisdiction in metropolitan FMR areas Check here if not applicable

2 of 3

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a. The PHA has a written policy to encourage participation by owners of units outside areas ofpoverty or minority concentration which clearly delineates areas in its jurisdiction that the PHAconsiders areas of poverty or minority concentration, and which includes actions the PHA will take toencourage owner participation.

PHA Response Yes No

b. The PHA has documentation that shows that it took actions indicated in its written policy toencourage participation by owners outside areas of poverty and minority concentration.

PHA Response Yes No

c. The PHA has prepared maps that show various areas, both within and neighboring itsjurisdiction, with housing opportunities outside areas of poverty and minority concentration; the PHAhas assembled information about job opportunities, schools and services in these areas; and thePHA uses the maps and related information when briefing voucher holders.

PHA Response Yes No

d. The PHA's information packet for certificate and voucher holders contains either a list of ownerswho are willing to lease, or properties available for lease, under the voucher program, or a list ofother organizations that will help families find units and the list includes properties or organizationsthat operate outside areas of poverty or minority concentration.

PHA Response Yes No

e. The PHA's information packet includes an explanation of how portability works and includes a listof neighboring PHAs with the name, address and telephone number of a portability contact person ateach.

PHA Response Yes No

f. The PHA has analyzed whether voucher holders have experienced difficulties in finding housingoutside areas of poverty or minority concentration and, where such difficulties were found, the PHAhas considered whether it is appropriate to seek approval of exception payment standard amounts inany part of its jurisdiction and has sought HUD approval when necessary.

PHA Response Yes No

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Performance Indicators8 Payment Standards(24 CFR 982.503) The PHA has adopted current payment standards for the voucher program by unit size for each FMRarea in the PHA jurisdiction and, if applicable, for each PHA-designated part of an FMR area, which donot exceed 110 percent of the current applicable FMR and which are not less than 90 percent of thecurrent FMR (unless a lower percent is approved by HUD). (24 CFR 982.503)PHA Response Yes NoFMR Area Name FMR 1 of 1

Enter current FMRs and payment standards (PS)

0-BR FMR 1-BR FMR 2-BR FMR 3-BR FMR 4-BR FMR

PS PS PS PS PS

If the PHA has jurisdiction in more than one FMR area, and/or if the PHA has established separatepayment standards for a PHA-designated part of an FMR area, add similar FMR and payment standardcomparisions for each FMR area and designated area.

9 Timely Annual Reexaminations(24 CFR 5.617) The PHA completes a reexamination for each participating family at least every 12 months.(24 CFR5.617)PHA Response Yes No

10 Correct Tenant Rent Calculations(24 CFR 982, Subpart K) The PHA correctly calculates tenant rent in the rental certificate program and the family rent to ownerin the rental voucher program (24 CFR 982,Subpart K)PHA Response Yes No

11 Pre-Contract HQS Inspections(24 CFR 982.305) Each newly leased unit passes HQS inspection before the beginning date of the assisted lease andHAP contract.(24 CFR 982.305)PHA Response Yes No

12 Continuing HQS Inspections(24 CFR 982.405(a)) The PHA inspects each unit under contract as required (24 CFR 982.405(a))PHA Response Yes No

13 Lease-Up The PHA executes assistance contracts on behalf of eligible families for the number of units that hasbeen under budget for at least one year. The PHA executes assistance contracts on behalf of eligiblefamilies for the number of units that has been under budget for at least one year

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PHA Response Yes No

14 Family Self-Sufficiency (24 CFR 984.105 and 984.305)14a.Family Self-Sufficiency Enrollment. The PHA has enrolled families in FSS asrequired.Applies only to PHAs required to administer an FSS program. Check here if not applicable

a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSSincentive awards and in FY 1993 and later through 10/20/1998. Exclude unitsfunded in connection with Section 8 and Section 23 project-based contractterminations; public housing demolition, disposition and replacement; HUDmultifamily property sales; prepaid or terminated mortgages under section 236 orsection 221(d)(3); and Section 8 renewal funding. Subtract the number of familiesthat successfully completed their contracts on or after 10/21/1998.)

Or, Number of mandatory FSS slots under HUD-approved exception (If notapplicable, leave blank)

b. Number of FSS families currently enrolled

c. Portability: If you are the initial PHA, enter the number of families currentlyenrolled in your FSS program, but who have moved under portability and whoseSection 8 assistance is administered by another PHA

Percent of FSS slots filled (b+c divided by a) (This is a nonenterable field. Thesystem will calculate the percent when the user saves the page)

14b. Percent of FSS Participants with Escrow Account Balances.The PHA hasmade progress in supporting family self-sufficiency as measured by the percent ofcurrently enrolled FSS families with escrow account balances.(24 CFR 984.305)

Applies only to PHAs required toadminister an FSS program Check here if not applicable PHAResponse Yes No

Portability: If you are the initial PHA, enter the number of families with FSSescrow accounts currently enrolled in your FSS program, but who have movedunder portability and whose Section 8 assistance is administered by another PHA

15 Deconcentration Bonus The PHA is submitting with this certification data which show that :

(1) Half or more of all Section 8 families with children assisted by the PHA in its principal operatingarea resided in low poverty census tracts at the end of the last PHA FY;

(2) The percent of Section 8 mover families with children who moved to low poverty census tracts inthe PHA's principal operating area during the last PHA FY is atleast two percentage points higher thanthe percent of all Section 8 families with children who resided in low poverty census tracts at the end ofthe last PHA FY; or

21

(3) The percent of Section 8 mover families with children who moved to low poverty census tracts inthe PHA's principal operating area over the last two PHA FY is at least two percentage points higherthan the percent of all Section 8 families with children who resided in low poverty census tracts at theend of the second to last PHA FY.PHA Response Yes No

3 of 3 7/11/17, 5:53 AM

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HOUSING AUTHORITY OF SNOHOMISH COUNTY RESOLUTION NO. 2273

AMENDING RESOLUTION NO. 1415 THE PUBLIC RECORDS DISCLOSURE

POLICY AND PROCEDURES

WHEREAS, the Board of Commissioners adopted the Public Records Disclosure Policy and Procedures by Resolution 1415 on May 21, 2003; and WHEREAS, the Board of Commissioners approved an updated Public Records Disclosure Policy and Procedures by Resolution 1971 on September 18, 2012; and WHEREAS, this Policy and Procedure has been reviewed and analyzed for compliance with current laws and practices and updates have been recommended; and WHEREAS, RCW 42.56.520 has been updated regarding responding to a public records request that is unclear, and 42.56.120 has been updated regarding the charges that may be imposed for providing copies of public records. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF SNOHOMISH COUNTY that The Board of Commissioners adopts the new Public Records Disclosure Policy and Procedures as provided. DATED, this 18th day of July, 2017. The Chairperson thereupon declared said motion carried and said Resolution adopted. ____________________________________

Michael Choy, Chairperson SEAL ATTEST ____________________________________ Secretary

23

PUBLIC RECORDS DISCLOSURE PROCEDURE

The Public Records Act (The Act) Ch. 42.56 RCW requires public agencies to make identifiable, non-exempt public records available for inspection and copying on request. These procedures are published to inform the public how to access HASCO public records.

Definition of Public Record. "Public record" includes any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. This definition does not include records that are not otherwise required to be retained by the agency and are held by volunteers who: (a) Do not serve in an administrative capacity; (b) Have not been appointed by the agency to an agency board, commission, or internship; and (c) Do not have a supervisory role or delegated agency authority.

Public Records Officer. The public records officer is the Director of Administrative Services. The public records officer shall be responsible for implementing the Authority’s rules and regulations regarding release of public records. The public records officer shall oversee compliance with the Public Records Act, but may designate other staff members to process requests for public records. Questions about and requests for public records should be directed to:

Jenisa Story, Public Records Officer 12711 4th Ave. W. Everett, WA 98204 Telephone: (425) 290-8499 ext. 534 E-mail: PublicRecords@hasco.org FAX: (425) 290-5618

Availability of Public Records.

a. Request for public records. Any member of the public may examine public records of the Authority by directing a request to the public records officer. A request for public records is necessary for the public records officer to locate the records being sought and determine if any exemptions from disclosure apply. The following information should be included in the request:

• Name and address of the requestor;

• Other contact information, including telephone number and/or e-mail address;

• Identification of the requested records adequate for the public records officer to locate the records; and

• The date of the request.

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b. Public records request form. Requestors are asked to make their request for public records on the HASCO request form. A sample request form is attached to this procedure. It may also be found on the HASCO web-site: www.hasco.org under the Contact Us tab.

c. Appointment required. When requested public records are ready for inspection, the public records officer will notify the requestor and set an appointment. Public records provided for inspection in response to a public records request will be made available for a period of up to thirty (30) days from the date that the requestor is notified that they are ready for inspection, unless other arrangements have been reached with the requestor.

d. Hours for Inspection. Public records of the Authority shall be available for public inspection and copying at HASCO's main office during the business hours of 8:00 a.m. and 4:30 p.m. unless exempt from disclosure under chapter 42.56 RCW or other applicable law.

e. Place of Inspection. The location of public records for inspection and copying purposes shall be 12711 4th Ave. W., Everett, WA 98204. A requestor shall not take Authority records from HASCO offices so that the integrity and security of the records will be assured.

f. Organization of records. HASCO will maintain its records in a reasonably organized manner and HASCO will take reasonable actions to protect records from damage and disorganization.

g. Retention of records. HASCO will retain its records in accordance with retention schedules established by the Office of the Secretary of State. Public records may not be destroyed according to a retention schedule if a public records request or actual or anticipated litigation is pending.

Responses to Public Records Requests.

a. Acknowledging receipt and fulfilling requests. The public records officer shall respond to every public records request within five business days of receipt, unless she finds that the requested public records should not be disclosed for a reason permissible under chapter 42.56 RCW or other applicable exemption. Response by the public records officer shall be in the form of either (1) providing the record, (2) acknowledging receipt of the request and providing a reasonable estimate of the time the Authority will respond to the request, (3) denying the request; or, (4) where appropriate, requesting clarification of an ambiguous or unclear request and providing a reasonable estimate of time the Authority will respond to the request if it is not clarified.

b. Reasonable estimate of time to fully respond. If not able to respond within the five business day period, the public records officer must provide a reasonable estimate of the time it will take to fully respond to the request. Additional time may be needed to clarify the scope of the request, locate and assemble the records, redact confidential information, prepare a withholding log, notify third party persons or agencies affected, or determine whether the records or some portion of them are exempt

25

from disclosure. The public records officer should briefly explain the basis for the time estimated to respond. If the original time estimate has to be extended, the public records officer will provide a revised estimate and briefly explain why the additional time is necessary.

c. Search for records. The public records officer is encouraged to communicate with the requestor to ascertain the most efficient and technically feasible manner to produce requested records.

d. Exemptions from disclosure. Some records are exempt from disclosure, in whole or in part. If the Authority believes that a record is exempt from disclosure and should be withheld, the public records officer will state the specific exemptions identified at that time and provide a brief explanation of why the record or a portion of the record is being withheld. The public records officer's initial identification of exemptions will not preclude the subsequent identification of additional exemptions and supplementation of the withholding log.

i. Withholding log. Where multiple documents are subject to exemption, the public records officer will prepare and provide the requestor with a withholding log, which identifies the exempt records or portions of records, specifies the applicable exemption for each and briefly explains why the exemption applies to the withheld record.

ii. Commercial purposes. HASCO is prohibited from disclosing a list of individuals for commercial purposes.

iii. Additional exemptions. In addition to the exemptions provided in The Act (Ch. 42.56 RCW), the following is a list of exemptions in other statutes or laws which may be applicable to HASCO public records:

Section 6 of the Housing Act of 1937; The Privacy Act of 1974, 5 U.S.C. §552a (Privacy Act); The Freedom of Information Act (FOIA), 5 U.S.C. § 552; Section 208 of The E-Government; The Housing and Community Development Act of 1987, 42 U.S.C. §1437d(q)(4), 42 U.S.C. § 1437d (t)(2), 42 U.S.C. § 3543; and The Stewart B. McKinney Homeless Assistance Act of 1988, 42 U.S.C. § 3544

RCW 73.04.030 Veterans discharge papers exemption (see related RCW 42.56.440) RCW 74.04.060 Applicants and recipients of public assistance RCW 74.04.520 Food stamp program confidentiality RCW 74.09.900 Medical assistance RCW 71.34.225 Release of mental health services information RCW 71A.14.070 Records regarding developmental disability – confidentiality RCW 70.123.075 Client records of domestic violence programs RCW 71.05.390 Information about mental health consumers Ch. 70.02 RCW applies to mental health records

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RCW 27.53.070 Records identifying the location of archaeological sites RCW 26.44.010 Privacy of reports on child abuse and neglect

RCW 13.50.100 Juvenile/children records not relating to offenses RCW 5.60.060 Privileged communications (including the attorney-client privilege)

The above is a good faith listing but is not necessarily exhaustive.

iv. Privacy of others. If the requested records contain information which may affect the rights of others and be exempt from disclosure, the public records officer in their discretion may provide notice of the pending release of those records to such third parties so that they may seek a judicial order preventing or limiting disclosure. Ordinarily, such third parties will be given ten (10) days to seek such a judicial order before the records are released although the discretion to release or withhold records under this section shall remain with HASCO at all times.

v. Redaction. If only a portion of a record is exempt from disclosure, but the remainder is not exempt, the public records officer will redact the exempt portions, provide the nonexempt portions, and indicate to the requestor why portions of the records are being redacted.

e. Clarification. The public records officer may request clarification of a request that is not clear or does not sufficiently identify the requested records. If the requestor does not respond to the request for clarification within thirty (30) days of the request for clarification, and the entire request is unclear, the public records officer may consider the request abandoned and send a letter closing the response to the requestor.need not respond to it. Otherwise, the public records officer must respond to those portions of the request that are clear.

f. Order for processing requests. The public records officer will process requests in the order allowing the most requests to be processed in the most efficient manner.

g. Providing records in installments. When a request is for a large number of records, the public records officer will provide access for inspection and copying in installments if she reasonably determines that it would be practical to provide the records in that way. If the requestor fails to inspect the records provided within thirty (30) days, the public records officer may stop searching for the remaining records and close the request.

h. Later discovered documents. If, despite objectively reasonable efforts to locate and provide requested records originally, the public records officer becomes aware of additional responsive documents that existed on the date of the request, she shall promptly inform the requestor of the additional documents and provide them on an expedited basis.

Copies.

a. Copies on request. If the requestor wishes to have copies made instead of simply inspecting the documents, the requestor shall indicate to the public records officer which documents he or she wishes to have copied.

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b. Copy costs. The charge for standard black-and-white copies is fifteen cents per page. If an outside vendor must be retained to duplicate records in non-routine formats such as photographs, blueprints or tape recordings, the actual cost will be charged to the requestor. The requestor will also be charged the actual cost if a commercial copying vendor is used due to the size or difficulty of the request.

c. Other costs. Actual faxing and mailing costs may be charged if incurred to respond to the request.

d. Prepayment. The public records officer may require a deposit of up to ten percent of the estimated costs of copying the records in advance. She may also require payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.

Electronic Records.

a. Records on the Web-site. A variety of records are available on HASCO's web-site: www.hasco.org. Where mutually agreeable, HASCO may provide requested public records on its web-site.

b. Electronic form of records. HASCO maintains some records in electronic format but some records are not kept electronically but rather in paper or other format.

c. Providing public records electronically. For those seeking records in electronic format, HASCO may provide access to electronic public records by providing records on disk, or by transmitting the responsive record via e-mail. If the requested document(s) are not kept in electronic format, the requestor may ask that the record(s) be scanned into electronic format. The public records officer will work with the requestor to determine the most appropriate method for providing electronic copies of responsive records. The public records officer should offer to produce electronic records in a technically feasible format that also allows for redaction, such as in PDF or tiff.

d. Cost of electronic records. The charge for records scanned into an electronic format is ten cents per page; plus five cents per page for every four electronic files/attachments uploaded to an email, cloud storage service, or other electronic delivery system; plus ten cents per gigabyte for transmitting records electronically. There shall be no fee for providing records via e-mail or to the HASCO web-site if those records are kept in electronic format. However, if the records are not kept in electronic form, the cost of scanning such records to electronic form shall be 15 cents per page, which represents the actual cost to the agency of scanning documents. Documents may also be provided by copying the documents to a disk or other external storage device. The cost of making copies to a disk or other external storage device, whether or not the documents are kept in electronic form, shall include the price incurred by HASCO for the disk or other storage device.

Review of Claimed Exemption(s).

a. Denial of disclosure request. If the public records officer denies all or part of any public records request, that denial shall promptly be forwarded to the Executive Director or his designee for review. If the Executive Director or designee does not take action within two business days to alter the decision denying access to the HASCO record(s), the decision shall become the final decision of the Authority.

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b. Internal appeal. Any person who objects to the initial denial or partial denial of a records request may petition for a review of that decision by the Executive Director within fifteen (15) business days of receipt of denial. The Executive Director or theirhis designee shall promptly review the appeal and make their best effort to renderprovide a decision to the appellant within two (2) fifteen (15) business days depending on the scope and nature of the appeal issues.

c. Judicial review. Any person may obtain court review of the final decision of the Authority in accordance with Ch. 42.56 RCW regardless of any internal administrative appeal.

Equal Access to Public Records. As with access to all its public services, HASCO will make reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy access to public records as provided by law for all members of the public. Complaints that public records are not accessible to persons with disabilities should be directed to the ADA Coordinator.

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