SAN FRANCISCO HOUSING AUTHORITY Rev. Amos Brown, President Mirian Saez, Vice President Micah Allen, Commissioner Dr. Veronica Hunnicutt, Commissioner Ahsha Safai, Commissioner Mathew Schwartz, Commissioner
Dorothy Smith, Commissioner
BOARD AGENDA October 27, 2011 4:00 pm Board of Commissioners Room 440 Turk Street San Francisco Ca. 94102 (415) 715-3280 Henry A. Alvarez III Executive Director
.The Mission of the S
“The Mission of the San Francisco Housing Authority is to deliver safe and decent housing for low income households and integrate economic opportunity for residents.”
Table of Contents MEETING NOTICE ..................................................................................................................................... 3 PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA:LIMITED MINUTES .............................. 6 SECRETARY'S REPORT……...…………………………………………………………………………..7 TENANT REPRESENTATIVE REPORT ................................................................................................. 14 REGULAR BUSINESS AGENDA ............................................................................................................ 15 COMMISSIONER’S COMMENT ............................................................................................................. 34 CLOSED SESSION .................................................................................................................................... 51 ADJOURNMENT....................................................................................................................................... 52
EDW IN M. LEE, MAYOR SAN FRANCISCO HOUSING AUTHORITY
REV. AMOS C BROW N, PRESIDENT
SAN FRANCISCO HOUSING AUTHORITY Mirian Saez, Vice President Micah Allen, Commissioner Dr. Veronica Hunnicutt, Commissioner Ahsha Safai, Commissioner Matthew Schwartz, Commissioner Dorothy Smith, Commissioner Henry A. Alvarez III, Executive Director
440 TURK STREET SAN FRANCISCO, California 94102 www.sfha.org
MEETING NOTICE Thursday, October 27, 2011·4:00 p.m. 1.
The San Francisco Housing Authority holds its regular meetings at 440 Turk Street, San Francisco, California 94102.
Disability Access: 440 Turk Street is accessible to persons using wheelchairs and others with disabilities. Assistive listening devices are available upon request. Agendas are available in large print. Materials in alternative formats and/or American Sign Language interpreters will be made available upon request. Please make your request for alternative format or other accommodations to the Office of the Ombudsman and Communication (415) 715-3232 (V); (415) 715-3280 (“TTDY”) at least 72 hours prior to the meeting to help ensure availability.
The closest accessible BART station is Civic Center, three blocks from City Hall. Accessible MUNI lines serving this location are: #47 Van Ness, #49 Van Ness, #71 Haight/Noriega, #5 Fulton, #21 Hayes, 36 Parnassus, #7 Haight, the F Line to Market and Van Ness and any line serving the Metro Stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call 415-673-6142. There is accessible parking across the street from City Hall at Civic Center Garage as well as across the street from the Federal Building on Larkin.
Agenda, minutes and attachments are available at www.sfha.org as well as the San Francisco Housing Authority Administrative Office located at 1815 Egbert Avenue, San Francisco, California 94124. If any materials related to an item on this agenda have been distributed to the San Francisco Housing Authority Board of Commission after distribution of the agenda packet, those materials are available for public inspection during normal office hours at the San Francisco Housing Authority at 1815 Egbert Street San Francisco CA 94124
In order to assist the San Francisco Housing Authority’s efforts to accommodate persons with severe allergies, environmental illness, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical based products. Please help the San Francisco Housing Authority accommodate these individuals.
The use of electronic sound-producing devices at/during public meetings is prohibited. Please be advised that the meeting President may remove any person(s) responsible for the ringing or use of cell phones, pagers and similar sound-producing electronic devices from the meeting room. The presiding officer may remove from the meeting room anyone who is: disorderly or insolent toward any Commissioner(s); boisterous or violent; disobedient of any lawful order of the presiding officer.
Requests for public comment may be heard on items not on the agenda as well as after staff presentation on any Regular Agenda Item. Speakers at Board meetings are requested, but not required, to identify themselves and fill out cards placed on the table at the entrance door. When the Board considers legislation, which has not been considered by a committee, testimony is welcome during the Public Comment portion f the meeting. Testimony is not permitted when an opportunity has been given at a committee hearing for testimony on an item. The public may address the Board for up to two minutes or four minutes for speakers who require an interpreter, or unless otherwise approved by the Board of Commissioners. The President, or the Board, may limit the total testimony to 30 minutes. The Board may not take action on a new proposal, which is not on the agenda.
AGENDA ------------------------------------------------------------------------------------------------------------------------------ORDER OF BUSINESS 1. Call to order and roll call The Board of Commissioners may hold a close meeting pursuant to California Government Code for consultation concerning attorney-client matters, real estate, litigation, personnel and security matters. The board reserves the right to enter into closed meeting at any time during the course of the meeting
2. Approval of agenda 3. Public comments on items not on the agenda: limited minutes Note: This portion of the agenda is not intended for debate or discussion with the Commission or staff. Please simply state your business or the matter you wish the Commission or staff to be aware of. It is not appropriate for commissioners to engage in a debate or respond on issues not properly set in a publicly noticed meeting agenda. If you have questions or would like to bring a matter to the Commissions’ attention, please contact the Executive Office of the San Francisco Housing Authority at email@example.com.
4. Secretary’s Report a. Report on actions related to public comment b. NAHRO Correspondence, October 18, 2011 c. Complaint by Tenant Association Officer Tatiana Gievant received October 17, 2011 5. Tenant representative report: a. b. 6.
City Wide Council - senior/disabled (“CCSD”) Public Housing Tenants Association (“PHTA”)
Regular Business: Public comment will be taken after staff presentation on each agenda item. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter.
a. Consent Items 1) Minutes of a Regular Board meeting held on October 13, 2011 b. Action items 1) [Report-Results of Independent Audit for the Fiscal Year Ending 2010.] Presented by: Brian Nemeroff, CPA, Berman Hopkins Wright & LaHam, CPAs and Associates, LLP Public Comment
2) [Resolution Authorizing the Executive Director to enter into a Memorandum
of Understanding with the San Francisco Public Utilities Commission for High Voltage Power Pole services for FY 2011/2012 through 2012/2013 in an amount not to exceed $150,000.] Presented by: Barbara Smith, Administrator, Development and Modernization Department Public Comment 3) [Report: HUD Corrective Action Plans for the Housing Choice Voucher Program.] Presented by: Pamela Palpallatoc and Nicole McCray, Management Analyst and Acting director of the Housing Choice Voucher Program (Formerly “Section 8”) Public Comment 7. Commissioner’s comment 8. Closed session:
A possible closed session is scheduled in accordance with Government Code Section 54950, in sequence. 9. Adjournment
PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA: LIMITED MINUTES Note: This portion of the agenda is not intended for debate or discussion with the Commission or staff. Please simply state your business or the matter you wish the Commission or staff to be aware of. It is not appropriate for commissioners to engage in a debate or respond on issues not properly set in a publicly noticed meeting agenda. If you have questions or would like to bring a matter to the Commissionsâ€™ attention, please contact the Executive Office of the San Francisco Housing Authority at firstname.lastname@example.org.
SECRETARYâ€™S REPORT a. b. c.
Report on actions related to public comment NAHRO Correspondence, October 18, 2011 Complaint by Tenant Association Officer Tatiana Gievant received October 17, 2011
EDW IN M. LEE, MAYOR SAN FRANCISCO HOUSING AUTHORITY
REV. AMOS C BROW N, PRESIDENT
SAN FRANCISCO HOUSING AUTHORITY Date: Friday, October 21, 2011 To:
Board of Commissioners
From: Henry A. Alvarez III, Executive Director Re:
Responses to Public Comment at Commission Meeting on October 13, 2011
Commenter Phillip Mason stated that his apartment located at the Great Highway is in need of better maintenance. Staff Response: Staff has fixed Mr. Mason’s heater and provided him with a live-in aid application as he requested. Commenters Dominique Hyde and Sandra Telfor commented separately that their apartment at Westside Courts has quite a bit of mold and mildew and that she thinks this has caused asthma and bronchitis symptoms. Staff Response: Staff removed the mold from Ms. Hyde’s and Telfor’s unit and also repaired their cabinets and leaking faucet. As of October 20, 2011, staff is also removing sheet rock and painting the unit. Commenter Mr. Jones, member of the Plumbers’ Union Local 38 requested that no more jobs be eliminated. Staff Response: Whether the Authority will need to make any further adjustments to its budget will be determined by funding the agency receives from the federal government. Commenter Fala Satele, indicated she is a resident of Alice Griffith and she expressed concern if there are to be any more lay offs that the maintenance standards will be threatened even more so than they are currently.
Commenter Ken Banford, Electrician Foreman at the SFHA, emphasized the need for maintenance personnel. Staff Response: Management recognizes that its remaining staff will have to continue to provide service at the level that our tenants expect. Although our reduction in funding will diminish our ability to perform maintenance as quickly, management will continue to work with staff to ensure our service is performed in a timely and efficient manner. Commenter Leslie Clark, plumber for at the SFHA stated that in order to improve he needs to have the right tools to do his job. In particular, he needs a more reliable truck. Staff Response: Staff has provided a fully functional vehicle to Mr. Clark, while his permanent vehicle is being repaired. The San Francisco Housing Authority continues to replace its vehicle fleet as funding resources become available. Michael Estrada, a steamfitter for SFHA, expressed concern regarding safety of the swing doors in boiler room pits, and that the agency should employ more than two steamfitters. Staff Response: Staff believes the steamfitter staffing is appropriate. Employee concerns should be brought to their immediate supervisor, so that they can be addressed appropriately. For craft employees, they may also report their concerns to their respective foreman. Commenter Bernadette Hawkins, Resident of Westside Courts stated that repairs are needed in her unit and furthermore, she encouraged Mr. Alvarez to visit Westside Courts. Staff Response: Staff of the Authority initially contacted Ms. Hawkins on Friday, October 14, 2011 and met with her and inspected her unit. During the week of October 17th staff replaced repaired fixtures (tub and surrounding wall) and painted the apartment unit. Commenter Martin Allen, a Carpenter for the SFHA indicated that there is a dramatic need for additional personnel to conduct maintenance tasks. Staff Response: Management recognizes that its remaining staff will have to continue to provide service at the level which our tenants expect. Although our reduction in funding will diminish our ability to perform maintenance as quickly, management will continue to work with staff to ensure our service is performed in a timely and efficient manner.
Commenter Frank Kellum, Resident of Alemany Courts, stated that he had concerns about the security at Alemany Housing Development. Staff Response: Staff will contact Mr. Kellum who is a staff member of the Authorityâ€™s Concierge Program to discuss both his security and safety concerns. Commenter Elizabeth Jones, Resident of Westside Courts emphasized the need for more childrenâ€™s programs at the Housing Development. Staff Response: The Authority is actively pursuing grant opportunities to offset the loss of other sources of funding for summer recreational programming for public housing youth. Staff will update Ms. Jones and the public on the ongoing efforts to write grant proposals for this purpose.
*Please note: The October 13, 2011 meeting was not recorded, the details of this report are based on the best recollection(s) of staff and if you note a discrepancy please notify a member of the SFHA staff.
October 18, 2011
Mr. Henry Alvarez III, SPHM Executive Director San Francisco Housing Authority 1815 Egbert Avenue San Francisco CA 94124-2519
Dear Mr. Alvarez: Congratulations! Your Incoming Regional President has informed me that you have made a commitment to serve on the National Professional Development Committee from Oct. 26, 2011 to Oct. 26, 2013. You were selected from among hundreds of volunteers because of your knowledge, industry experience and participation at the regional level. To formally accept this appointment, please visit Professional Development Committee, click on new members’ information, complete and submit the documents listed below.
Leadership Acceptance Form. The committee’s chair and vice chair are elected by members of the committee. This form asks if you are interested in serving in either position. If so, you will have an opportunity to make a 15-minute presentation at the committee’s organizational meeting in St. Louis on Saturday, Oct. 22, 4 to 5:15 p.m. The election will take place on Sunday, Oct. 23 at 9:45 a.m. Please see “responsibilities of committee chair” online at the Webpage noted above.
Member Profile. Introduce yourself to your colleagues by posting your profile online.
Schedule of Meetings. Note the schedule of meetings for St. Louis includes an “Orientation for Incoming Leadership” on Saturday, Oct. 22 at 9 a.m. In addition to learning more about your role, you will hear about the association’s strategic framework, major products, services, programs, and initiatives that are available to you as a member, and get answers to your questions. I encourage your attendance.
In preparation for the organizational meeting, please read carefully the documents below, also on the new members’ information page.
Draft transition Report of the 2009-2011 committee
General responsibilities of committee members
Procedures for electing committee chair/vice chair
Leadership Pledge (you will be asked to execute the Pledge in St. Louis)
Code of Professional Conduct
The Guide to NAHRO
A committee requires consistent, active participation from all of its members, in order to be productive. Each committee member helps to broaden the base of discussion and solutions; therefore, members are expected to fully participate in committee activities by attending meetings and conducting business by telephone and written communications. The NAHRO Constitution stipulates that if a member fails to attend three committee meetings, his/her position shall automatically become vacant. There are no excused absences. To be effective, a committee member needs to represent his/her region in discussions and thinking at the national level and to maintain regular and timely communication between the national committee’s work and the work being done at the Region. In accepting this appointment, I ask that you commit to being an active member in your region. Lastly, we remind you that all committee members must be associates of a current NAHRO agency member or be an Allied Individual member. Membership applications are online at: http://www.nahro.org/nahro-individual-membership. Again, congratulations on your appointment and thank you for your commitment to serve NAHRO and the industry. I look forward to working with you—together we can activate and elevate NAHRO. NAHRO is great. Let’s be amazing! Sincerely, Betsey Martens Incoming President
TENANT REPRESENTATIVE REPORT: a. b.
City Wide Council - Senior/Disabled (“CCSD”) Public Housing Tenants Association (“PHTA”)
REGULAR BUSINESS AGENDA: Public comment will be taken after staff presentation on each agenda item. Speakers are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who require an interpreter.
a. Consent Items 1) Minutes of a Regular Board meeting held on October 13, 2011 b. Action items 1) [Report-Results of Independent Audit for the Fiscal Year Ending 2010.] Presented by: Brian Nemeroff, CPA, Berman Hopkins Wright & LaHam, CPAs and Associates, LLP Public Comment 2) [Resolution Authorizing the Executive Director to enter into a Memorandum
of Understanding with the San Francisco Public Utilities Commission for High Voltage Power Pole services for FY 2011/2012 through 2012/2013 in an amount not to exceed $150,000.] Presented by: Barbara Smith, Administrator, Development and Modernization Department Public Comment 3) [Report: HUD Corrective Action Plans for the Housing Choice Voucher Program.] Presented by: Pamela Palpallatoc and Nicole McCray, Management Analyst and Acting director of the Housing Choice Voucher Program (Formerly â€œSection 8â€?) Public Comment
MINUTES1 SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING OCTOBER 13, 2011
SCHEDULED: 4:00 p.m. at 440 Turk Street, San Francisco, CA 94102 COMMISSIONERS PRESENT: Mirian Saez, Vice Chair Dr. Veronica Hunnicutt, Commissioner Ahsha Safai, Commissioner Dorothy Smith, Commissioner Item 1:
COMMISSIONERS ABSENT: Rev. Amos C. Brown, Chair Matthew Schwartz, Commissioner Micah Allen, Commissioner
Meeting called to order Vice Chair, Saez called meeting to order at 4:05pm
Approval of Agenda Executive Director, Alvarez requests that item #3 re Security Firms be pulled to a future date.
Commissioner Saez moved to approve agenda without item #3. Commissioner Safai seconded motion Vote: All approved
Public Comments on items not on the agenda None
Secretary’s Report A. Report on actions related to public comment B. Community Resource Fair, October 27, 2011 C. Recognition of Monica Baptista, Senior Project Manager, U.S. Dept. of HUD, Region 9, San Francisco Multifamily Hub
Vice President Saez thanked Ms. Baptista for her assistance and contributions to the San Francisco Housing Authority. Henry Alvarez III, Secretary, thanked Ms. Baptista for her contributions to improving both of the Authority’s Conventional Public Housing Program and the Housing Choice Voucher Program (formerly “Section 8”). Mr. Alvarez acknowledged, and thanked Ms. Baptista and her colleagues, Mr. Stephen Schneller, Mr. Gerard Wendt, and Ms. Martha Ruiz. The Vice President Saez, and Secretary Alvarez presented Ms. Baptista with a plaque commemorating her contributions to the SFHA. Photos were taken.
Due to a technical error of the audio recording device, an audio transcript of the meeting is not available.
Tenant Representative Report 1. Public Housing Tenant Association (PHTA) Ms. Joyce Armstrong, President and identified the following newly elected officers, Fred Kellom-Vice President, Neola Gans-Treasurer, Uzuri Pease-Secretary, and Lavelle Shaw-Sergeant at Arms. She announced that Holly Courts and Valencia Gardens have opted out of being part of the PHTA. She also reported that the Potrero Resident Council has requested to rejoin the PHTA and the PHTA has approved their reinstatement. The PHTA announced that they no longer recognize the Hunters View Resident Council. Finally, PHTA announced that Ms. Elizabeth Jones received an award at the recent National Alliance of Resident Services in Affordable and Assisted Housing (NARSA)) conference for the summer youth program at Westside Courts. 2. Citywide Council Senior Disabled (CCSD) Dorothy Raimey, President announced that elections are on-going. Ms. Raimey also reported that the front door of 990 Pacific her buiding is broken and needs repair. Further, Ms. Raimey stated that the garbage shoot is backing up and has not seen the janitor for one week.
Regular Business A. Consent Items o
Minutes of regular Board meeting held on September 22, 2011 Commissioner Saez requested a change on page 22 of the Commission Book. She indicated the minutes should reflect that she called for a motion to approve the item before the Board. The mimutes were amended to reflect her comments. Commissioner Smith reported that she did not motion to postpone the utility allowance schedule as stated on page 18 in the Commission Book. The Commissioners agreed that the Motion was made by Commissioner Safai and the minutes were amended to reflect her comments.
Commissioner Saez moved to accept minutes of September 22, 2011 Commissioner Hunnicutt seconded the motion Vote: All approved B. Action Items
1) [San Francisco Housing Authority 2012FY Proposed Utility Allowance.] Presented by Anthony Ihejeto, Director, Conventional Public Housing Program. Public Comment:
Veronica Hunnicutt Second: Ahsha Safai Vote: All approved 2) [Effect of Federal Budget Cuts on the San Francisco Housing Authorityâ€™s Operations for FY 2012.] Presented by: Roger Crawford, Special assistant to the Executive Director, Executive Office.
Mr. Jones, an Employee Plumber, requested that no more jobs be cut. Commissioner Saez requested an explanation for the public of the difference between COCC and Force Account. Barbara Smith, Administrator, Department of Modernization, responded that HUD requires that prevailing wages be paid. The general maintenance wage is paid in Public Housing Maintenance (COCC) and the construction prevailing wage is paid to those workers performing construction or rehab work (Force Account). Ms. Fatela, ResidentAlice Griffith, expressed concern over further layoffs because of the need for general maintenance repair. Ken Banford, Employee, Electrician Foreman, stressed the need for more maintenance personnel. Sandra Tellford, Resident Westside Courts, repairs are needed to her unit Leslie Clark, Employee, Plumber, stated that in order to improve, he needs the right tools. Specifically, Mr. Clark stated that he needed a reliable truck. Mike Estrada, Employee, Steam Fitter, stated that Force Account is no better than COCC. Mr. Estrada expressed safety concerns for himself and the other Steam Fitter because they work alone and could get locked into boiler rooms. Martin Allen, Employee, Carpenter, stressed the need for more maintenance personnel Frank Kellom, Resident, Alemany, commented on security concerns. Elizabeth Jones, Resident, Westside Courts, stressed the need for more childrens programs Bernadette Hawkins, Resident, Westside Courts, stated repairs are needed to her unit. Ms. Hawkins also requested Mr. Alvarez visit Westside Courts.
Vice President, Mirian Saez Second: Dr. Veronica Hunnicutt Vote: All Approved
3) [Resolution Authorizing the Executive Director to Enter into Contracts with Security Firms to provide armed, unarmed, fixed post and roving security at Housing Authority family and senior properties in an amount not to exceed one million dollars per year for two years.] Presented by: James Ferry, Security Coordinator, Office of the General Counsel This item pulled at Secretaryâ€™s request to a future meeting date to be determined.
4) [Resolution Authorizing the Executive Director to Execute a Contract with Housing Authority Property Insurance (HAPI) for Property Insurance in an amount not to exceed $715, 756 for Fiscal Year 2011-2012.] Presented by: Tim Larsen, General Counsel Public Comment:
Vice President Mirian Saez Second: Dr. Veronica Hunnicutt Vote: All Approved
5) [Resolution Authorizing the Executive Director to Execute a Contract with the Housing Authority Risk Retention Group (HARRG) for Liability Insurance in an amount not to exceed $1,006,027.00 for Fiscal Year 2011-2012.] Presented by: Tim Larsen, General Counsel, Office of General Counsel Public Comment:
Commissioner Ahsha Safai Second: Dr. Veronica Hunnicutt Vote: All Approved
Commissionerâ€™s comment Mirian Saez requested an excused absence for the next commission meeting
Closed Session None
Adjournment by consensus at: 5:40pm
AGENDA SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS
Report – Executive Office
Results of Independent Audit for the Fiscal Year Ending 2010
Presented by: Virgilio Chua – Accounting Manager
OVERVIEW: Berman Hopkins has issued an “unqualified” audit opinion regarding the financial matter of the Authority for Fiscal Year 2010. The Audit response includes two letters (attached) with findings and recommendations for corrective action according to Government Auditing Standards and OMB Circular A-133 (commonly referred to as the A-133 letter). Also included is a Management Letter with recommendations for improvements that staff have already begun to address. Many of these recommendations are covered in the HUD Corrective Action Plans (CAP) currently being completed. SUMMARY: Berman Hopkins Wright & Latham, CPA’s and Associates have concluded the Authority’s Fiscal Year 2010 audit. The audit report covers the period of October 1, 2009 through September 30, 2010. The Audit has also been submitted and accepted by the Department of Housing and Urban Development (HUD). The auditor is required to present the unfiltered audit results to the Board independent of the Authority’s staff.
Attachments: I. Audit Report A copy of any attached documents are available at the clerk’s desk.
DEPARTMENTS REQUESTED ACTION: None Requested. EXECUTIVE DIRECTOR’S RECOMMENDATION: None Requested. Agenda Item No. _____ Date: __________
Attachment I The Audit Report is included as a separate booklet.
AGENDA SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS Agenda Category:
Action- Housing Development & Modernization Department_____________
Resolution Authorizing the Executive Director to enter into a Memorandum of Understanding with the San Francisco Public Utilities Commission for High Voltage Power Pole services for FY 2011/2012 through 2012/2013 in an amount not to exceed $150,000
James Mark, Senior Project Manager, Housing Development & Modernization Department
SUMMARY: The attached resolution authorizes the Executive Director to enter into a Memorandum of Understanding (“MOU”) between the Authority and the San Francisco Public Utilities Commission (“SFPUC”) in the amount of $150,000. (Supporting Document is attached as Attachment II.) BACKGROUND This MOU replaces an existing MOU for last fiscal year to continue providing improvements on high voltage lines owned and operated by the San Francisco Housing Authority (Authority). [Continued on Page 2] Attachments:
I. MOU II. Resolution
A copy of any attached documents are available at the clerk’s desk.
DEPARTMENTS REQUESTED ACTION: Staff recommends adoption of this Resolution. EXECUTIVE DIRECTOR’S RECOMMENDATION: The Executive Director recommends adoption of this Resolution.
Agenda Item No. _____ Date: __________
SFPUC Memorandum of Understanding October 27, 2011 Page 2 SERVICES THAT WILL BE PROVIDED This new MOU with SFPUC will provide high voltage services for (1) Potrero Annex, (2) Potrero Terrace, (3) Sunnydale, (4) Alice Griffith and (5) Alemany Housing Developments. Power poles and high voltage wiring require periodic inspections and improvements. PG&E provides the primary electrical distribution service under contract with SFPUC up to and including a Master Meter located at each housing unit. SFPUC has capacity to assess high voltage needs, correct potential problems, and provide ongoing maintenance and emergency services. This new MOU will replace an existing MOU with SFPUC to continue providing Condition Assessments, Operation and Maintenance (O&M) manuals, and expert emergency services to existing secondary electrical distribution systems owned and operated by the Authority at the five housing developments. ANALYSIS 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 San Francisco Housing Authority Procurement Policy Manual, and the State of California and local laws. Under HUD Handbook No. 7460.8 REV 2, Chapter 14 Cooperative Business Relationships, HUD allows Public Housing Agencies to enter into intergovernmental and interagency purchasing agreements when greater economy, better efficiency and savings result for the Authority. The combined efforts of SFPUC, Property Management and Force Account are expected to improve the electrical power services at the five targeted family developments. Assistance from SFPUC will also enable Property Management to have access to immediate expert high voltage repairs including immediate improved part replacements on emergency work orders. Use of this MOU will simplify and expedite the process of improving and balancing the electrical power distribution, thereby creating a more stable system to prevent power outages and blackouts. Costs were analyzed by an independent electrical consultant firm and SFPUC costs were found to be fair and reasonable. SFPUC has also agreed to hire residents and have MBE/WBE participation to comply with Authority’s Resolution No. 4967 dated 2/22/01.
Attachment I Resolution
RESOLUTION NO. ____________________ ADOPTED____________________________
RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO A MEMORANDUM OF UNDERSTANDING WITH THE SAN FRANCISCO PUBLIC UTILITIES COMMISSION TO PROVIDE CONDITION ASSESSMENTS, OPERATIONAL AND MAINTENANCE SERVICES, AND EMERGENCY SERVICES FOR POTRERO ANNEX, POTRERO TERRACE, SUNNYDALE, ALICE GRIFFITH AND ALEMANY HOUSING DEVELOPMENTS DURING FISCAL YEARS 2011/12 AND 2012/13 IN AN AMOUNT NOT TO EXCEED $150,000 WHEREAS, the San Francisco Housing Authority (“Authority”) needs to have Condition Assessments made, and needs to secure Operation and Maintenance (“O&M”) manuals, and Emergency Services contract to service existing secondary electrical distribution systems within Potrero Annex, Potrero Terrace, Sunnydale, Alice Griffith and Alemany Housing Developments; and WHEREAS, the City and County of San Francisco’s Public Utilities Commission (“SFPUC") has craft workers with the skills needed to perform this work; and WHEREAS, entering into an agreement with SFPUC will greatly simplify and expedite the process of rehabilitating, balancing the electrical power distribution, and will create a more stable system to prevent power outages and blackouts WHEREAS, entering into an agreement with SFPUC will reduce outstanding work orders; and WHEREAS, funding is available within the FY 2011 Capital Fund Program budget; and WHEREAS, the procurement process for this contract meets the procurement standards of 24 CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 2 “Procurement Handbook for Public Housing Agencies and Indian Housing Authorities”, the San Francisco Housing Authority Procurement Policy Manual and the State of California and local laws; and WHEREAS, SFPUC will meet the Resident Hiring requirements. NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT:
1. The Executive Director is authorized to enter into a Memorandum of Understanding with the City and County of San Francisco Public Utilities Commission to provide Condition Assessment, Operation and Maintenance Services, and Emergency Services for Potrero Annex, Potrero Terrace, Sunnydale, Alice Griffith and Alemany Housing Developments during Fiscal Years 2011/12 and 2012/13 in an amount not to exceed $150,000.
2. Effective Date. This Resolution shall take effect immediately. APPROVED AS TO FORM AND LEGALITY:
_________________________________ Tim Larsen, Acting General Counsel
Rev. Amos Brown, President
Attachment II Memorandum of Understanding
MEMORANDUM OF UNDERSTANDING BETWEEN THE SAN FRANCISCO HOUSING AUTHORITY AND THE SAN FRANCISCO PUBLIC UTILITIES COMMISSION, UTILITY SERVICES (SFPUC) FOR FISCAL YEARS 2011/12 and 2012/13
This Memorandum Of Understanding (“MOU”) is effective as of November 1, 2011 by and between the Executive Director of the San Francisco Housing Authority (“Authority”) and the General Manager of the San Francisco Public Utilities Commission (“SFPUC”) and outlines the parameters under which the parties will cooperate to provide the services listed below during Fiscal Years 2011/12 and 2012/13. This MOU is for the period of November 1, 2011 to November 1, 2013. It authorizes the General Manager of the SFPUC to execute on behalf of the City and County of San Francisco an MOU with the Authority for an amount to be paid to the SFPUC not to exceed $150,000 during Fiscal Years 2011/2012 and 2012/2013 to provide Condition Assessment, Operation and Maintenance Services, and Emergency Services for Potrero Annex, Potrero Terrace, Sunnydale, Alice Griffith and Alemany Family Developments. This MOU will provide the Authority with necessary Condition Assessment and Operation and Maintenance (O&M) and Emergency Services for Authority-owned secondary electrical distribution systems within five Authority units referred to as Potrero Annex, Potrero Terrace, Sunnydale, Alice Griffith, and Alemany Housing Developments.
SERVICES TO BE PROVIDED BY THE SFPUC: The following Condition Assessment, O&M, and Emergency Services tasks shall be performed: 1. Condition Assessment The SFPUC will perform a Condition Assessment. In advance of the Condition Assessment, the Authority will have placed on all poles a unique pole identification (ID) and will provide singlelined CAD drawings of each housing unit. The CAD drawings will identify each secondary pole, its service location and ID, each street light pole location and ID, and master meter location. As part of the SFPUC provided condition assessment, the SFPUC will red-line the single line drawings with additional pole information, including transformer information, signage, and other equipment. It will be the Authority’s responsibility to update their single-lined CAD drawings with information gathered during the condition assessment. The Condition Assessment will include the following work: a. Inspect and check each overhead secondary distribution pole and other equipment for shell rot, interior rot, identifying numbers, grounding, intact moldings, torn or broken reflectors, and excessive debris;
b. Inspect each pole arm and identify burned, rotted, loose, twisted and bonded areas; check for correct size, proper identification signage, proper clearance and height from the ground, and other phases; c. Inspect each pole’s insulators, cut outs, dead ends and wire; and identify broken or burned areas, the correct size and type, and whether each is properly mounted; d. Inspect guy wires and determine whether properly installed, if loose, whether bobs are clean and free of defects, and if guy indicators are installed properly; e. Inspect anchors and determine if proper distances are met for support, if they are of proper size, and installed correctly; f. Determine whether trees need to be trimmed or removed to clear lines and poles. g. Inspect pole-mounted transformers to verify name plate data, determine if rusty or leaking, if tested for PCBs, if connections are corroded, and, using an infra-red device, determine if they are tight; h. Inspect secondary spans and determine whether any are worn or broken, whether grips are in good shape, insulators properly installed and in acceptable condition, if there is proper sag, and correct sizing, if connections are properly installed and taped correctly; i. Inspect house connections and verify whether properly mounted to structure and at correct height, correctly installed, whether proper connectors are used and taped, and if proper height is maintained above roof line, away from openings, and above traffic areas; j. Inspect street lights to verify current condition of pole, visible wiring, adequate support, and overall condition; k. Contract with a third-party to conduct infrared testing of the power poles, transformers and connections to each unit. The SFPUC estimates the cost of the Infrared Analysis work to be $32,370; and, l. Prepare a report detailing the findings of the Condition Assessment. The report will identify serious concerns such as fire hazards, rotted wood poles, damaged cross arms, and other failure concerns, provide a recommended schedule of needed repairs ranked by priority, and estimate repair costs.
2. Planned Operation and Maintenance (O&M) Services In consultation with the Authority, the SFPUC will determine a schedule for planned O&M Services based on highest ranked safety concerns and availability of crew. The SFPUC will enter Authority-owned “assets” in the SFPUC’s Maximo maintenance management system. Work Orders will be approved in advance by Authority personnel for planned, non-emergency, maintenance work prior to the work being performed. The SFPUC will provide the Authority’s Project Manager and designated Property Managers scheduling information for all planned maintenance activities in advance of the work. The SFPUC retains the right to employ outside vendors or laboratories to perform portions of the work. Examples of such services may include, but not be limited to, testing transformers for PCBs or corrosive oil.
3. Emergency Services The SFPUC will respond to emergency calls within a 4-hour window, 24 hours a day, seven days a week (“24/7”). A response is defined as having a High Voltage Line Worker at the site to begin trouble-shooting the problem. Repairs will be made as soon as possible depending on the availability of staff, equipment, weather conditions, and available materials and supplies. The 28
SFPUC will provide the Authority with an estimated schedule for repairs as soon as known so that the Authority can inform and alert tenants. During emergency work, the Authority shall designate and have immediately available on a 24/7 basis an agent/representative with the Authority to contact PG&E for de-energizing circuits, and to make repair and budgetary decisions. The Authority will provide 24/7 contact information for its representative and will alert the SFPUC when a change in the representative has occurred. Each month the SFPUC will provide the Authority’s designated representative with a list of its standby personnel and their 24/7 contact information. The Authority’s designated representative will be responsible for verifying the need to respond on an emergency basis (within a 4-hour window) and that the work is governed by the MOU prior to contacting the SFPUC’s emergency standby personnel. Both the SFPUC and Authority agree to never divulge personnel contact information to others.
BILLING PROCEDURES: All billing under this MOU shall be provided in accordance with Interdepartmental Billing Procedures and shall include itemized documentation verifying actual costs of direct services performed.
No payments will be made without a signed MOU and documentation verifying the actual cost of direct services. SFPUC will submit signed invoices to Authority Project Manager itemizing the services performed in a form acceptable to Authority. Payments to SFPUC will normally be made within 30 days upon receipt of invoice and verification by Authority of services rendered and expenses incurred. Authority may withhold payment to SFPUC pending resolution of, in an amount equal to questioned, disputed or disapproved amounts, for work not completed or delivered by the terms of this MOU. For invoices that are billed on an hourly basis, the following provisions will be applicable in the formatting of invoices provided to the Authority. Invoices will include: date work was performed, number of hours worked or fraction thereof, activity of task performed, name of location/site where work was performed and signature. All invoices to include original signed certified payrolls and required documentation. Invoices are to be transmitted to: San Francisco Housing Authority 1815 Egbert Avenue San Francisco, CA 94124 Attention: Finance Department Actual payments made to SFPUC will be based on monthly invoices supplied by SFPUC for Authority review and approval. Final yearly maintenance costs may vary from the budgeted amount depending on maintenance and emergency repair required throughout the term of this MOU, but shall not exceed $150,000. A written amendment to this MOU, signed by the Authority and SFPUC, shall be required to exceed the $150,000 budget.
SFPUC ASSIGNED CLASSIFICATIONS TO THE AUTHORITY AND ASSOCIATED DIRECT SERVICES HOURLY RATES: CLASS NUMBER
OVERTIME HOURLY RATE
Electronic Mntnc. Tech, Asst. Sup.
Transmission Line Supervisor
High Voltage Line Worker
Journeyman Line Worker
Note: The actual hourly billing rate may vary slightly due to assigned staffing changes, step adjustments, actual fringe rates and various provisions set forth in labor agreements. Current Davis Bacon Wages are applicable to this contract.
DOCUMENTATION REQUIRED FOR VERIFYING ACTUAL COSTS OF DIRECT SERVICES:
Personnel Costs a.) Hourly rate = salary + mandatory fringe benefits. The billing rate should reflect the actual pay rate of employees, not a budgeted rate. b.) Hours worked on Authority tasks. c.) Classification number and title of position. d.) Identify tasks. e.) Reporting location of staff.
Non-Labor and Third-Party Costs: Documentation (e.g. copies of invoices, receipts of any associated non-labor costs, court filing fees relating to Authority matters, building permits, parts or equipment being purchased, rented, or installed, materials, etc.) will be submitted by SFPUC with each monthly billing.
EQUIPMENT AND FUEL CHARGES: When SFPUC services require the use of boom and/or line trucks, Authority will be charged $250 per day with a four (4) hour minimum per truck. SFPUC will charge Authority for fuel at $50 per day per truck.
BILLING DISPUTES: If the SFPUC has a billing dispute with the Authority, it will attempt to resolve it with the responsible Authority representative. If the parties are unable to reach agreement, the SFPUC’s Assistant General Manager of Business Affairs will resolve the dispute with the Authority’s Finance Director. If an agreement still cannot be reached, the SFPUC’s Assistant General Manager of Business Affairs and the Authority Finance Director will meet with the Deputy City Controller to finally resolve the matter. RESIDENT HIRING: The policy of Authority is to maximize resident hiring in all contract activity by making a good faith effort to meet or exceed Authority’s public housing resident hiring goal of 25% of the total workforce hours.
MBE/WBE GOOD FAITH EFFORT REQUIREMENTS: The policy of Authority and the US Department of Housing and Urban Development is to take positive steps to maximize the utilization of minority and women owned business enterprises (MBE/WBE) in all contract activity by making as good faith effort to meet or exceed Authority goal of 20% aggregate involvement of MBE/WBE firms in construction activity.
CERTIFIED PAYROLL REQUIREMENTS: In compliance with HUD Capital Fund Program regulations, SFPUC shall submit weekly or bi-weekly certified payrolls for any week(s) in which any contract work that is performed by laborers, electricians, mechanics including the following information: name, address, social security last 4 digits, classification, hourly rate paid (including rates of contributions or costs anticipated for fringe benefits), daily and weekly number of hours worked, deductions made, and actual wages paid.
WARRANTY OF WORK: SFPUC shall warrant the work performed under this MOU conforms to the contract requirements and is free of any defect in equipment, material, or workmanship performed by SFPUC or subcontractor or supplier at any tier for a period of not less than two years from the date of final acceptance of the work.
(a) Indemnification of the SFPUC by the Authority. Authority agrees to indemnify and hold SFPUC harmless from and against any and all liability (including death), property damage, or any violation or alleged violation of any applicable law or regulation to the extent caused by any negligent act, negligent omission or willful misconduct of SFPUC or its employees, agents or permitted subcontractors in the performance of this Agreement.
The Authority shall indemnify and save harmless the SFPUC and its officers, agents and employees from, and, if requested, shall defend them against any and all loss, cost, damage, injury, liability, and claims thereof for injury to or death of a person, including employees of the Authority or loss of or damage to property, arising directly or indirectly from the Authority's performance of this MOU, regardless of the negligence of the SFPUC, and regardless of whether liability without fault is imposed or sought to be imposed on the SFPUC, except to the extent that such indemnity is void or otherwise unenforceable under applicable law in effect on or validly retroactive to the date of this MOU, and except where such loss, damage, injury, liability or claim is the result of the active negligence or willful misconduct of the SFPUC and is not contributed to by any act of, or by any omission to perform some duty imposed by law or agreement on the Authority, its subcontractors or either's agent or employee. The foregoing indemnity shall include, without limitation, reasonable fees of attorneys, consultants and experts and related costs and the SFPUC's costs of investigating any claims against the SFPUC. In addition to the Authority's obligation to indemnify the SFPUC, the Authority specifically acknowledges and agrees that it has an immediate and independent obligation to defend the SFPUC from any claim which actually or potentially falls within this indemnification provision, even if the allegations are or may be groundless, false or fraudulent, which obligation arises at the Time such claim is tendered to the Authority by the SFPUC and continues at all times thereafter. (b) Indemnification of the Authority by the SFPUC. SFPUC agrees to indemnify and hold Authority harmless from and against any and all liability (including death), property damage, or any violation or alleged violation of any applicable law or regulation to the extent caused by any negligent act, negligent omission or willful misconduct of SFPUC or its employees, agents or permitted subcontractors in the performance of this Agreement. The SFPUC shall indemnify and save harmless the Authority and its officers, agents and employees from, and, if requested, shall defend them against any and all loss, cost, damage, injury, liability, and claims thereof for injury to or death of a person, including employees of the SFPUC or loss of or damage to property, arising directly or indirectly from the SFPUC's performance of this MOU, regardless of the negligence of the Authority, and regardless of whether liability without fault is imposed or sought to be imposed on the Authority, except to the extent that such indemnity is void or otherwise unenforceable under applicable law in effect on or validly retroactive to the date of this MOU, and except where such loss, damage, injury, liability or claim is the result of the active negligence or willful misconduct of the Authority and is not contributed to by any act of, or by any omission to perform some duty imposed by law or agreement on the SFPUC, its subcontractors or either's agent or employee. The foregoing indemnity shall include, without limitation, reasonable fees of attorneys, consultants and experts and related costs and the Authority' s costs of investigating any claims against the Authority. In addition to SFPUC's obligation to indemnify the Authority, the SFPUC specifically acknowledges and agrees that it has an immediate and independent obligation to defend the Authority from any claim which actually or potentially falls within this indemnification provision, even if the allegations are or may be groundless, false or fraudulent, which obligation arises at the time such claim is tendered to the SFPUC by the Authority and continues at all times thereafter.
LEGAL EFECT: Except as expressly modified by amendment, all of the terms and conditions of this MOU shall remain unchanged and in full force and effect. It is further agreed that SFPUC will charge the Authority for direct services provided to the Authority at its standard rates. This shall include the documented full cost of services including salaries, fringe benefits and other related direct costs. This MOU has been entered into in triplicate on the date(s) below.
By:___________________________ Henry A. Alvarez, III Executive Director San Francisco Housing Authority
By:___________________________ Edward Harrington General Manager San Francisco Public Utilities Commission
AGENDA SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS
Report - Housing Choice Voucher Department ( formerly Section 8)
Monthly Update on Corrective Action Plans (CAPs)
Pamela Palpallatoc, Management Analyst, HCV Department; Nicole McCrayDickerson, Acting Director, HCV Department
SUMMARY: The Department of Housing and Urban Development (“HUD”) requires the Authority to enter and report progress of its Corrective Action Plans. The CAPs indicate the required corrective actions to bring the Authority’s HCV program into compliance with several HUD performance measuring tools. Specifically the CAPs involve, the general operation of the Housing Choice Voucher Program, Section Eight Management Assessment Program (“SEMAP”), Rental Integrity Monitoring and the Office of Inspector General Housing Quality Standards Review. Highlights of the month of September 2011 activities are as follows:
[Continued on Page 2] Attachments: I. II. III.
Voucher Monthly Systems Report for September 2011; HAP Utilization Report; Master CAP Deadline Chart.
A copy of any attached documents are available at the clerk’s desk.
DEPARTMENTS REQUESTED ACTION: None Requested. EXECUTIVE DIRECTOR’S RECOMMENDATION: None Requested. Agenda Item No. _____ Date: __________
CAP Report October 27, 2011 Page 2 September 2011 The Public and Indian Housing Public Information Center (PIC) reporting rate for September remains steady at 96%, representing a total of 5784 household recertifications. This reporting rate meets the HUD required safe harbor reporting rate. The total number of re-examinations due for the month of September was 248. The total number of re-examinations completed in September was 617. The number of inspections due for the month of September was 750. The total number of inspections completed for the month of September was 1196. The HCV program utilization (lease-up) in September was 97% by unit, and 103.0% by Housing Assistance Payment (HAP) expenses. A total of $328,585 was spent on HAP expenses for the month of September. The VASH utilization in September was 65.7%. Other Department Updates Quality Control: The Nelrod Company returned for the fourth and final quarter of tenant file reviews and completed the review on October 21, 2011. On September 30, 2011, the HCV Department submitted the Tenant File Error Report updates to HUD for the Rental Integrity Monitoring corrective action plan. CAPs near conclusion: The Office of Inspector General CAP is nearly closed. The Authority awaits HUDs response to its last compliance submissions. The Authority will submit its final reports for the SEMAP and RIM CAPs in November 2011.
Attachment I Voucher Monthly Systems Report for September 2011
Attachment II HAP Utilization Report
Attachment III Master CAP Deadline Chart
CLOSED SESSION A possible closed session is scheduled in accordance with Government Code Section 54950, in sequence.