HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO Minutes of Commission Meeting Thursday, December 12, 2007
440 Turk Street San Francisco, California
A regular meeting of the Housing Authority Commission of the City and County of San Francisco met at 440 Turk Street, San Francisco, California, on Thursday, December 12, 2007, at 4:00 p.m. President Woodruff called the meeting to order at 4:05 p.m. 1.
ROLL CALL Roll call found the following members to be: PRESENT:
Rev. George C. Woodruff, President Neola Gans, Vice President George R. Brown, Commissioner Rev. Amos Brown, Commissioner Irene Yee Riley, Commissioner Millard Larkin II, Commissioner Jane Hsu, Commissioner
A quorum was present.
Ms. Naja W. Boyd, Executive Director Mr. Roger Crawford, Assistant General Counsel
APPROVAL OF AGENDA
Deputy Executive Director Naja Boyd requested an amendment to the agenda. Ms. Boyd requested that item 10 A be tabled. Commissioner Riley moved to approve the agenda as amended. Vice President Gans seconded the motion. The motion to approve the agenda as amended was passed UNANIMOUSLY. 3.
January 8, 2008 FINAL MIN
Commission Meeting Minutes January 8, 2008 Page 2 Deputy Executive Director, Naja W. Boyd stated that the items in the Commissionersâ€™ folders were the Lease-Up Report, the shooting incident report, a request from the auditor for Commissioners resumes, and she also read a memo that informed the Commission that Commissioner Hsuâ€™s Husband passed away. President Woodruff announced where the funeral arrangements would be held and offered a moment of silence to remember and support Commissioner Hsu and her family. Commissioner G. Brown asked for an explanation of the request for resumes. Ms. Boyd noted that this is the first time the auditor requested resumes from senior staff and Commissioners. Michael Perlas, Finance Consultant, explained that the audit request is based on a requirement as a result of new accounting industry and government standards. 4.
REPORT OF SECRETARY
Ms. Boyd explained that there was no report of the secretary. 5.
Diversity Committee No report. Finance Committee No report. Personnel Committee The Personnel Committee met on December 27, 2007 and the Committee had a recommendation that was revealed during the closed session. Development Committee The Development Committee met on January 7, 2008. They heard updates on Rosa Parks revitalization, Hunters View revitalization, and the HOPE SF program. President Woodruff, Commissioner Larkin, and Commissioner Riley were present. 6.
REPORT OF GENERAL COUNSEL
Roger Crawford, Assistant General Counsel, stated that there would be a closed session to discuss personnel matters and pending litigation. 7.
TENANT REPRESENTATIVE REPORT
City Wide Council - Senior/Disabled
Commission Meeting Minutes January 8, 2008 Page 3 William Vitalie, President of the City Wide Council Senior/Disabled was not present to report to the Commission. Public Housing Tenants Association (PHTA) Kimberly Hill-Brown presented a report to the Commission that the PHTA did not support contracting out work to the Department of Public works, and she suggested that the Authority use residents to begin an apprenticeship program instead. 8.
PUBLIC COMMENTS ON AGENDA ITEMS: LIMITED TO 2 MINUTES NOTE: The public will have the opportunity to comment on agenda items prior to any action taken by the Commission pursuant to the San Francisco Housing Authority Rules Governing Public Testimony adopted 2/23/95 as Resolution No. 4423. Prior to adjournment, after Item No. 11, the public will have the opportunity to comment on items not on the agenda.
There were no public comments on agenda items. 9. 10. (A)
UNFINISHED BUSINESS - None NEW BUSINESS Stricken from the agenda. Resolution 5326
RESOLUTION AUTHORIZING THE DEPUTY EXECUTIVE DIRECTOR TO ENTER INTO A CONTRACT WITH ARBORWORKS, INC. FOR TREE TRIMMING AT CAL 1-2 POTRERO TERRACE, CAL 1-3 SUNNYDALE, CAL 110 POTRERO ANNEX, CAL 1-18(4) ALICE GRIFFITH, CAL 1-15 PING YUEN IN AN AMOUNT NOT TO EXCEED $99,250
Barbara Smith, Housing Development/Modernization Administrator, presented the resolution. Ms. Smith explained that the tree trimming services are needed in order to increase functionality of gutters and sewers that often become blocked with debris from overgrown trees. She also explained that tree trimming will increase security and safety at the sites. Ms. Smith continued by describing the details of the work to be performed and the benefits to the Authority for conducting the work, including decreased calls to Maintenance regarding fallen tree limbs. Ms. Smith explained the bid documents were prepared based on the boilerplate documents used by the Contracts and Procurement Department. The solicitation was issued on October 29, 2007 and was posted on all of the typical media outlets like trade newspapers, websites, construction unions, and other published forms of media. Ms. Smith elaborated on the number of interested
Commission Meeting Minutes January 8, 2008 Page 4 bidders and participants in the bid walk. She noted that only one company submitted a bid which was lower than the cost estimate. The Authority conducted this solicitation following all Authority, local, state, and federal guidelines. The bid was awarded to Arborworks, which is a responsible company with solid reference checks. Ms. Smith explained the resident hiring and MBE program, which included an apprenticeship program. Staff recommended adoption of the item. President Woodruff opened the floor for questions. Commissioner Larkin asked about the duration of the contract and whether the resident will continue to be employed after the contract ended. Ms. Smith responded that it would take ninety (90) days to complete the contract, and the contractor agreed that they would consider keeping residents on based on the work load once the contract is completed. Vice President Gans asked if Arborworks had worked for the Authority prior to this contract. Ms. Smith responded that it was their first contract with the Authority. President Woodruff asked how staff determined which sites would receive services. He asked if all sites were visited. Ms. Smith responded that the Maintenance Department identified which sites had the most urgent needs and selected those to proceed. Commissioner A. Brown moved to approve Resolution No. 5326 . Commissioner Larkin seconded the motion. The motion to approve Resolution No 5326. was passed UNANIMOUSLY. Resolution 5326 (C) RESOLUTION AUTHORIZING THE DEPUTY EXECUTIVE DIRECTOR TO ENTER INTO A CONTRACT WITH BODDIEâ€™S ELECTRICAL IMPROVEMENTS FOR EXTERIOR LIGHTING UPGRADES AT CAL 1-9 WESTBROOK AND CAL 1-17(A) HUNTERS POINT WEST HOUSING DEVELOPMENTS IN AN AMOUNT NOT TO EXCEED $70,000 Barbara Smith, Housing Development/Modernization Administrator, presented the resolution. Ms. Smith explained that the improvements are needed to increase lighting and efficiency in improving lighting at the listed developments. The new fixtures are being upgraded to a more energy efficient vandal resistant model, which was approved by the Maintenance Department and the Authority consultant.
Commission Meeting Minutes January 8, 2008 Page 5 The solicitation was prepared using the Authority boilerplate bid documents and technical specifications approved by the Authority’s AE consultant, FW Associates. Ms. Smith continued by explaining that the Authority issued the solicitation on November 6, 2007, and was posted on all of the typical media outlets like trade newspapers, websites, construction unions, and other published forms of media. Ms. Smith elaborated on the number of interested bidders and participants in the bid walk. She explained that three bids were received and Boddie’s Electrical submitted a bid that was lower than the independent cost estimate. The Authority conducted this solicitation following all Authority, local, state, and federal guidelines. Finally, Ms Smith concluded by informing the Commission that Boddie’s Electrical is a responsible company with solid reference checks. The duration of the contract was 90 days, and the bidder historically has performed work within specified time periods with minimal change orders. Ms. Smith explained the resident hiring program and that they are an MBE firm. She recommended adoption of the resolution. President Woodruff opened the floor to questions. Commissioner Larkin asked about the type of lighting that would be provided. Ms. Smith explained that the challenge was to find vandal proof lighting options that were approved by Maintenance. Commissioner G. Brown asked what security measures were considered in connection with this resolution and the specific type of light that would be used (ie. Spotlights, flood lights, etc.). Ms. Smith explained precautions are taken in order to provide as much lighting and to be able to maintain the lights annually. She invited Timothy Barrow, Project Manager, to speak to the specifications of the project. Mr. Barrow and Mr. Ken Banford, Electrician Foreman, explained the type of lighting that existed at the site, and the reason for the replacement of those lights. Commissioner Larkin asked if the lowered location of the lights would allow for increased vandalism and how often the lights were replaced prior to this resolution. Ms. Smith responded that the higher lights are also vulnerable to vandalism but cannot be replaced. Therefore, the decreased height at least allows staff to replace the lights with greater facility. Mr. Banford also explained that the lights were replaced very often in high crime areas. He said with security efforts, the lights should withstand the vandalism even at the lowered height. Commissioner Riley moved to approve Resolution No. 5327 . Commissioner G. Brown seconded the motion. The motion to approve Resolution No 5327. was passed UNANIMOUSLY.
Commission Meeting Minutes January 8, 2008 Page 6
Resolution 5328 (D) RESOLUTION AUTHORIZING THE DEPUTY EXECUTIVE DIRECTOR TO ENTER INTO A TWO-YEAR CONTRACT WITH FW ASSOCIATES, INC. TO PROVIDE ELECTRICAL ENGINEERING CONSULTANT SERVICES ON AN AS-NEEDED, TASK ASSIGNMENT BASIS FOR ALL DEVELOPMENTS IN A TOTAL AMOUNT NOT-TOEXCEED $150,000 Barbara Smith, Housing Development/Modernization Administrator, presented the resolution. She explained that the resolution would help the Authority determine the technical specifications for lighting, fire alarm systems, heating systems, elevators, and boiler systems. She explained the content of the services that the electrical engineer consultant provided. Ms. Smith continued by explaining the work in the pipleline, totaling $2.2 million, which relies on electrical engineering consultant analysis. The solicitation was prepared using the Authority boilerplate bid documents. Ms. Smith continued by explaining that the Authority issued the solicitation on October 15, 2007, and was posted on all of the typical media outlets like trade newspapers, websites, construction unions, and other published forms of media. She explained that four bids were received and FW Associates, and the Authority conducted an interview process in addition to scoring the bids. Ms. Smith continued by informing the Commission that the Authority conducted this solicitation following all Authority, local, state, and federal guidelines. Ms Smith concluded by informing the Commission that FW Associates was ranked the highest with a total of 512 points. The bidder was very responsive and had worked for the Authority in the past. Staff recommended adoption of the contract. President Woodruff opened the floor for questions. Commissioner Riley asked who provided the services for the Authority prior to this resolution. Ms. Smith responded that FW Association, the highest scoring bidder, was the AE consultant for the Authority for the past two (2) years. Ms. Smith also answered that the past contract was for $200,000 and the current contract is for the same period with $150,000 amount.
Commissioner Larkin asked how the costs decreased over time for this contract. Ms. Smith responded that the contract depends on the amount of work the Authority has in this area. The decrease can probably be attributed to a decrease in assignments that require this type of expertise.
Commission Meeting Minutes January 8, 2008 Page 7 Commissioner Riley asked if the previous contract exceeded $150,000. Ms. Smith informed the Commission that the contract amount was almost exhausted, which is why they presented the resolution at this Commission meeting. Commissioner Riley moved to approve Resolution No. 5328 . Commissioner G. Brown seconded the motion. The motion to approve Resolution No 5328 was passed UNANIMOUSLY.
PUBLIC COMMENTS ON ITEMS NOT ON AGENDA
The following addressed the Commission: 13.
COMMISSIONER COMMENTS AND REPORTS
President Woodruff announced that Commissioner Riley would no longer be a Housing Authority Commissioner. She moved onto the Small Business Commission. Commissioner Riley spoke on her time with the Housing Authority Commission, and she thanked staff and Commissioners for their hard work. Commissioner G. Brown also wished her well. Commissioner Larkin acknowledged Commissioner Riley and her work ethic. He also wished her well. Commissioner G. Brown spoke on the item that was stricken from the agenda in terms of all contracts maintain resident hiring components, including possible contracts with city departments. Commissioner A. Brown urged the Commission to put forth the will and effort to see change and positive improvement in the lives of the residents, including making direct effort to employ young people and helping young people improve themselves. Ms. Boyd acknowledged the comments of the Commissioners and reminded them that no action on any items can be taken without the approval of the Commission. Commissioner Larkin echoed the Commissioners sentiments and reminded all that the primary concern of the Commission with all contracts is the employment, training, and growth of residents. He emphasized that any possibility for a resident to learn a skill set and to obtain employment should be pursued. He also reminded staff that he holds them accountable for making improvements to the condition of the developments.
Commission Meeting Minutes January 8, 2008 Page 8 President Woodruff encouraged the Commission to send an acknowledgement to Mr. Fortner for his service to the Authority. President Woodruff recessed the meeting to closed session. 14.
A Closed session was scheduled with the Executive Director and Agency Counsel under Government Code Section ยง54956.9 (b)(1) to update the Commission on the status of potential and pending litigation and personnel matters. The Commission went into Closed Session at 4:55 p.m. 15.
RECONVENING OF COMMISSION MEETING
The Commission reconvened from Closed Session at 6:26p.m. President Woodruff asked the Assistant General Counsel to report. Mr. Crawford stated that President Woodruff, Vice President Gans, Commissioner A. Brown, Commissioner Riley, Commissioner Larkin, Commissioner G. Brown and Commissioner Hsu were present. Personnel matters were discussed. The Commission made the decision to appoint Mirian Saez to the position of Interim Executive Director. 16.
There being no further business to come before the Commission, Commissioner Riley moved to adjourn the meeting. Commissioner G. Brown seconded the motion. President Woodruff adjourned the regular meeting of December 12, 2007, at 6:27p.m.
Gregg Fortner, Secretary/Executive Director
George C. Woodruff, President