HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO Minutes of Commission Meeting Thursday, May 28, 2009
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, May 28, 2009, at 4:00 p.m. President Brown called the meeting to order at 4:02 p.m. 1. ROLL CALL PRESENT:
Rev. Amos Brown, President Neola Gans, Vice President George R. Brown, Commissioner (arrived at 4:16) Jane Hsu, Commissioner Matthew Schwartz, Commissioner Dwayne Jones, Commissioner (arrived at 4:10)
Millard Larkin, Commissioner (excused)
A quorum was present. ALSO PRESENT: 2.
Tim Larsen, Assistant General Counsel Mr. Roger Crawford, HR Director
APPROVAL OF AGENDA Roger Crawford informed the Commission that there was no need for a Closed Session unless requested by the Commission. Vice President Gans motioned to approve the agenda as amended. Commissioner Schwartz seconded the motion. This Request was approved unanimously.
GENERAL COMMUNICATIONS/ REPORT OF SECRETARY Roger Crawford, Director of Human Resources reported in the Executive Directors absence. He informed the Commission that they could find the SFHA Shooting report, letters from HUD regarding the LOCCS systems, the Voluntary Compliance Agreements and Section 8 program in their binders. That concluded the report of Secretary.
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COMMITTEE REPORTS There were no Committee Reports.
REPORT OF GENERAL COUNSEL Mr. Tim Larsen, Assistant General Counsel informed the Commission that there would not be a Closed Session.
TENANT REPRESENTATIVE REPORT Mr. William Vitale, Citywide Counsel/ Senior Disabled was not present to report to the Commission. Kimberly Hill-Brown, President of the Tenants Association, informed the Commissioners of several items including Hope SF Academy, Resident Participation checks, Tenant Association MOU, SFUSD Meetings with SFHA, and several other issues.
PUBLIC COMMENT ON AGENDA ITEMS Public Comment was heard by the following: Marquita Bowe Lynn Daniele
UNFINISHED BUSINESS There was no unfinished business.
A) CONSENT AGENDA 1) APPROVAL OF MINUTES FOR MEETING FOR MEETING OF APRIL 23, 2009
2) RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO CONTRACTS FUNDED FROM THE 2009 AMERICAN RECOVERY AND REINVESTMENT ACT CFP FORMULA GRANT WITH: a. BAYVIEW PAINTING & CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION AND SITE REPAIRS AT CAL 1-18(4), ALICE GRIFFITH HOUSING DEVELOPMENT IN AN AMOUNT NOT TO EXCEED $549,000; b. BAYVIEW PAINTING & CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION AND SITE REPAIRS AT CAL 1-10 POTRERO ANNEX AND CAL 1-2 POTRERO TERRACE
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HOUSING DEVELOPMENTS IN AN AMOUNT NOT TO EXCEED $1,230,000; JIN CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION, ROOFING, STAIR REPLACEMENT AND BUILDING REPAIRS AT CAL 1-34, 200 RANDOLPH HOUSING DEVELOPMENT IN AN AMOUNT NOT TO EXCEED $445,188; KLW CONSTRUCTION FOR EXHAUST FAN REPLACEMENT AT CAL 1-27 350 ELLIS HOUSING DEVELOPMENT IN AN AMOUNT NOT TO EXCEED $155,081; AND BAYVIEW PAINTING & CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION AND SITE REPAIRS AT CAL 1-17A HUNTERS POINT A WEST AND CAL 1-17B HUNTERS POINT A EAST HOUSING DEVELOPMENTS, IN AN AMOUNT NOT TO EXCEED $768,000. 3) RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO
ENTER INTO A CONTRACT WITH BROADWAY MECHANICALCONTRACTORS, INC. FOR EMERGENCY BOILERS AND WATER HEATERS REPLACEMENT AT CAL 1-18(1), PING YUEN, 711 PACIFIC AVENUE, IN AN AMOUNT NOT TO EXCEED $83,140 Commissioner Jones requested to take Item A2 off the Consent Agenda. Commissioner Jones motioned to approve the Consent Agenda as amended. Vice President Gans seconded the motion. This Resolution was approved unanimously. B) ACTION ITEMS
1) RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO CONTRACTS FUNDED FROM THE 2009 AMERICAN RECOVERY AND REINVESTMENT ACT CFP FORMULA GRANT WITH: BAYVIEW PAINTING & CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION AND SITE REPAIRS AT CAL 1-18(4), ALICE GRIFFITH HOUSING DEVELOPMENT IN AN AMOUNT NOT TO EXCEED $549,000; BAYVIEW PAINTING & CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION AND SITE REPAIRS AT CAL 1-10 POTRERO ANNEX AND CAL 1-2 POTRERO TERRACE HOUSING DEVELOPMENTS IN AN AMOUNT NOT TO EXCEED $1,230,000; JIN CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION, ROOFING, STAIR REPLACEMENT AND BUILDING REPAIRS AT CAL 1-34, 200 RANDOLPH HOUSING DEVELOPMENT IN AN AMOUNT NOT TO EXCEED $445,188; KLW CONSTRUCTION FOR EXHAUST FAN REPLACEMENT AT CAL 1-27 350 ELLIS HOUSING DEVELOPMENT IN AN AMOUNT NOT TO EXCEED $155,081; AND
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BAYVIEW PAINTING & CONSTRUCTION FOR EXTERIOR PAINT STABILIZATION AND SITE REPAIRS AT CAL 1-17A HUNTERS POINT A WEST AND CAL 1-17B HUNTERS POINT A EAST HOUSING DEVELOPMENTS, IN AN AMOUNT NOT TO EXCEED $768,000. James Mark, MOD/HD Senior Project Manager, presented this Resolution. This resolution authorizes the Executive Director to enter into five contracts for capital improvements that will be paid with American Recovery and Reinvestment Act Capital Fund Program formula funding (ARRA CFP). Entering into these contracts will enable the San Francisco Housing Authority (SFHA) to obligate and expend $3,147,266 of the $17,876,716 within HUD mandated deadlines and provide much needed health and safety improvements at these sites. The scopes of work to be completed under these contracts are described in detail in Attachments A through E. The Authority issued the solicitations on April 10 and April 20, 2009, following review and approval of the solicitation by the Finance and Procurement Department. The procurement process for the action covered by this resolution meets the procurement standards of 24 CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 1, “Procurement Handbook for Public Housing Agencies and Indian Housing Authorities”, the SFHA Procurement Policy Manual, SFHA Resolution #5402 adopted April 9, 2009 to comply with ARRA requirements, the State of California, and local laws. According to reference checks on past projects performed by each contractor, the firms are responsible firms with good track records. The contractors have performed similar size projects for this and other public agencies and have good histories of performing well and minimizing contractor initiated change orders. Debarment checks were made that show the contractors are not debarred from Federal Procurement and NonProcurement work. All of the contractors will provide two-year guarantees for materials and workmanship in compliance with Authority standards. The contractors have all committed to exceeding the 25 percent resident hiring requirement on these jobs and will provide employment for public housing residents. The contractors have prepared job descriptions and submitted them to Joyce Armstrong, the Authority’s resident employment specialist. All of the contractors meet or exceed the 20% MBE/WBE goals and two of the three contractors are Minority Business Enterprises. Commissioner Jones wanted information on the Resident Hiring and how SFHA facilitates that program. Joyce Armstrong, Resident Employment Specialist informed the Commission that a database was kept and that there
Commission Meeting Minutes May 28, 2009 Page 5 was a need to visit our hiring requirements in order to accommodate the Resident Hiring. Commissioner Jones motioned to approve this Resolution. Vice President Gans seconded the request. This Resolution was passed unanimously. 2)
RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO APPROPRIATE AN AMOUNT NOT TO EXCEED $800,000 FOR THE REPLACEMENT OF THE CURRENT HOUSING/FINANCIAL SOFTWARE AND COMPUTER HARDWARE AT THE SAN FRANCISCO HOUSING AUTHORITY. The San Francisco Housing Authority (SFHA) purchased the housing and financial software package, that it currently uses for everything from doing Section 8 landlord checks and Payroll checks to sorting Wait Lists, in March of 1993 from Creative Computer Solutions (CCS) of Pleasanton, CA. for a cost (including all training and expenses) of approximately $2,000,000.00. The CCS software has served the SFHA well over the last sixteen years and through the many changes in requirements from HUD. Over the last decade the older “character-based” or “green-screen” software like CCS has been replaced with Windows-based software in most companies and agencies allowing for a much greater flexibility, compatibility and ease of use for desktop users.
The approval of this resolution will allow the SFHA to pursue an upgrade of its financial and housing software to the current industry standard with a life of at least fifteen years, and perhaps much longer. Our objective is to provide the best computing tools available to SFHA staff in order to increase productivity and efficiency at SFHA as well as accessibility through our web site and phone system. Furthermore, the approval of this resolution will allow the SFHA to pursue the redesign our current computer hardware environment to accommodate the new Housing/Financial application in addition to providing a redundant system supporting our disaster recover/business continuity plan. Residents benefit since Housing Authority staff can be responsive to issues more quickly and increased Web Site functionality will assist residents and applicants of our programs in keeping informed of their status. The staff of the SFHA will benefit with this implementation for many reasons. The Hope VI sites will benefit because we will now be able to track our Hope VI residents and adequately report their status to HUD and ensure compliance with HUD regulations. In addition the software will allow Hope VI private management to login to our system from the Internet. The new system will include hand-held inspection devices for Section 8 and Public Housing which will permit greater accuracy and accountability of staff. More generally, the SFHA benefits because the new software will allow the agency to have real time PHAS indicator scores throughout the year so that it always knows if it is
Commission Meeting Minutes May 28, 2009 Page 6 going to have difficulties with HUD reporting. Automatic 50058 validation and transmittals ensures that the SFHA will reduce or eliminate the possibility of HUD suspending any funding for the Section 8 or Public Housing Programs due to inappropriate reporting levels. These features are crucial to the SFHAâ€™s ability to secure and maintain funding in future years. The realized benefits of the new software will more than account for the cost of the package. Commissioner Schwartz wanted clarification on whether the software is being custom built or of it was in use by other Housing Authorities. Mr. Rosario informed the Commission that we will consider purchasing the software that would best fit SFHA. Commissioner Schwartz then went on to clarify that this Resolution was not suggesting a specific vendor but was authorizing staff to proceed with the solicitation process. Mr. Rosario confirmed the statement. Commissioner Jones wanted to know if different sites would be able to access all the information. Mr. Rosario informed the Commission that they are currently configuring a system that offers redundancy in hardware and software. He also informed the Commissioner that training would also be provided to staff. Vice President Gans motioned to approve the agenda. Commissioner Jones seconded the motion. This Resolution was approved unanimously. 10.
PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA Public Comments were heard by the following: John Dorsey Dave Pearson
COMMISSIONERS COMMENTS AND REPORTS There were no Commissioner Comments and Reports.
CLOSED SESSION There was no closed session.
ADJOURNMENT There being no further business to come before the Commission, Commissioner Jones moved to adjourn the meeting. Commissioner Schwartz seconded the motion. President Brown adjourned the Commission Meeting of May 28, 2009, at 4:35 p.m.
Roger Crawford, Acting Director of Human Resources
Rev. Amos Brown, President