BOARD AGENDA HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO

Transcription

1 HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO Joaquin Torres, President Jaci Fong, Vice President Phil Arnold, Commissioner Leroy Lindo, Commissioner Patricia Thomas, Commissioner Ted Yamasaki, Commissioner BOARD AGENDA October 9, :00 pm CITY HALL I Dr. Goodlett Place Room 408 San Francisco, California (415) Barbara T. Smith Acting Executive Director 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. 1

2 S A N F R A N C I S C O H O U S I N G A U T H O R I T Y J O A Q U I N T O R R E S, PRE S I D E N T HOUSING AUTHORITY OF CITY AND COUNTY OF SAN FRANCISCO Joaquin Torres, President Jaci Fong, Vice President Phil Arnold, Commissioner Leroy Lindo, Commissioner Patricia Thomas, Commissioner Ted Yamasaki, Commissioner Barbara T. Smith, Acting Executive Director CITY HALL 1 Dr. Goodlett Place Room 408 San Francisco, California REGULAR MEETING NOTICE Thursday, October 9, :00 p.m. 1. The San Francisco Housing Authority ( Authority ) holds its meetings in City Hall room 408, San Francisco, California Disability Access: Room 408 is wheelchair accessible. The closest accessible BART Station is Civic Center, three blocks from City Hall. Accessible MUNI lines serving this location are: #42 Downtown Loop, the #71 Haight/Noriega, the F Line to Market and Van Ness, and the Metro stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call (415) There is accessible parking at the following locations: two (2) designated blue curb spaces on the southwest corner of McAllister Street at Van Ness Avenue; the Performing Arts Garage (entrance on Grove Street between Franklin and Gough Streets), and at Civic Center Plaza Garage. 4. Agenda, minutes and attachments are available at as well as the Authority s administrative office located at 1815 Egbert Avenue, San Francisco, California If any materials related to an item on this agenda have been distributed to the San Francisco Housing Authority Board of Commissioners ( Board ) after distribution of the agenda packet, those materials are available for public inspection during normal business hours at the Authority s Administrative Offices. 5. In order to assist the 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 Authority accommodate these individuals. 6. 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. 7. 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 policy, which has not been considered by a committee, testimony is welcome during the Public Comment portion of 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. The President, or the Board, may limit the total testimony to 30 minutes. A speaker may not yield his or her time to another speaker. Board procedures do not allow for dialogue between the Board and the public. The Board may not take action on a new proposal, which is not on the agenda. 2

3 AGENDA ORDER OF BUSINESS 1. Call to Order 2. Roll Call 3. Approval of Minutes: a. Regular Meeting: September 25, 2014 b. Special Meeting: September 30, 2014 (1) Public Comment 4. General Communications 5. President s Report 6. General Public Comment: 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 San Francisco Housing Authority at aghoa@sfha.org. 7. Executive Director s Report Elevator Update Department of Public Works 2014 Summer Youth and Young Employment Program Report Monthly update: Public Housing Agency Recovery & Sustainability Agreement and Action Plan (1) Public Comment 8. Tenant representative report: a. City Wide Council - senior/disabled ( CCSD ) b. Public Housing Tenants Association ( PHTA ) (1) Public Comment 3

4 9. Committee Reports a. Development and Finance Committee b. Resident Services, Operations and Personnel Committee (1) Public Comment 10. Consent calendar agenda: Public comment will be taken after staff presentation as a whole on all Agenda Items. 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) [RESOLUTION TO EXTEND CONTRACT NO WITH HAWKINS, DELAFIELD & WOOD, LLP TO PROVIDE BOND COUNSEL SERVICES ON AN AS-NEEDED BASIS FOR THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO FOR AN ADDITIONAL YEAR CONTRACT FOR A CUMULATIVE AMOUNT NOT TO EXCEED $150,000.00] Presented by: Solomon Gebala, Chief Procurement Officer, Procurement a. Public Comment(s) 11. Regular agenda: Public comment will be taken after staff presentation as a whole on all Agenda Items. 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. Action items (1) [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO AMEND THE AUTHORITY S PAYMENT STANDARDS FOR THE HOUSING CHOICE VOUCHER PROGRAM AS RECOMMENDED TO ENSURE THAT THE PAYMENT STANDARDS REMAIN WITHIN THE REQUIRED RANGE OF THE NEW FAIR MARKET RENTS (FMRS) (AT LEAST 90 PERCENT OF THE NEW FAIR MARKET RENTS (FMR) S AND NOT MORE THAN 110 PERCENT OF THE NEW FMRS) AND TO HELP VOUCHER HOLDERS FIND UNITS AND CURRENT PARTICIPANTS TO CONTINUE TO AFFORD THE UNITS THEY HAVE SELECTED] Presented by: Steven Rosario, Director, Leased Housing Program a. Public Comment(s) 12. Commissioner s Comment and Report 13. Adjournment 4

5 MINUTES HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO BOARD OF COMMISSIONERS MEETING September 25, 2014 SCHEDULED: 4:00PM City Hall, Dr. Goodlett Place, room 408, San Francisco, California COMMISSIONERS PRESENT: Joaquin Torres, President Jaci Fong, Vice President Phil Arnold, Commissioner Leroy Lindo, Commissioner COMMISSIONERS EXCUSED: Patricia Thomas, Commissioner Item 1: Meeting called to order President Torres called the meeting to order at 4:14PM Item 3: Approval of minutes: a. Regular meeting: September 11, 2014 Public Comment None Motion: First: Commissioner Arnold Second: Commissioner Lindo Vote: Ayes: Commissioners Arnold, Lindo, Fong and Torres Nays: None Abstention: Commissioner Yamasaki due to absence Motion passed Item 4: General Communications Barbara Smith, Acting Executive Director, highlighted flyers that were recently included in the Public Housing Residents rent statements including: (1) Comcast flyer offering internet for students from Kindergarten to College for $9.95 per month and (2) Warning Letter reminding all residents about the Housing Authority s pet policy. Ms. Smith informed the Commission that they all Commissioners were provided with a schedule of activities for the next two weeks. Lastly, Ms. Smith informed the Commission that she has invited youth and organizers of the Department of Public Works 2014 Summer Youth and Young Employment Program because the program successfully trained and hired 175 of the Authority s youth. 5

6 Item 5: President s Report Joaquin Torres, President of the Board of Commissioners of Housing Authority of the City and County of San Francisco (Board), reported that the Housing Authority of the City and County of San Francisco (Authority) is continuing its labor negotiations to discuss potential implications and impacts of the Rental Assistance Demonstration and thanked the staff and residents for their continued partnership. President Torres announced that there would be a Special Meeting in room 421 at 4:00pm on Tuesday, September 30, 2014 to evaluate the current Acting Executive Director. Item 6: General Public Comment Alice Smith, resident of the Bayview Hunters Point Area, requested assistance with getting housing because she has been a foster parent for over 30 years and is presently homeless. Barbara Smith, Acting Executive Director, stated that the Authority plans to open the waitlist at some point and that staff could take her contact information to alert her when this occurs. President Torres referred Ms. Smith to the HOPE office in City Hall Room 18 that may be able to assist and provide further information. Alexander Volovik, resident of 1750 McAllister, stated that he has lived in Public Housing for over 10 years, has moved four times and has not been satisfied with each unit for various reasons and is requesting a final decision about his transfer request. Angela Armstrong, Housing Choice Voucher Participant, expressed concern about staff contacting her on a Saturday, being evicted and monetary assistance for her and her family. Karen Huggins, President of the Tenant Association at Holly Courts, requested that the Board meetings be televised. President Torres responded that the Board is planning to have meetings on-site at various developments in the New Year in order to be able to listen to those residents who may not be able attend the Board meetings in City Hall. Terry Bagby, Clementina Towers, expressed concerns about Clementina Tower elevators and the manager. John Kelly, Clementina Towers, requested a response to his September 3, 2014 request and stated that the response from Deputy Executive Director/Chief Operating Officer Velma that he received was superseded by the September 3, 2014 request. He requested that a copy of his letter be entered into official record. Mr. Kelly further made a supplemental request to recall the Annual Plan. Lastly, Mr. Kelly submitted a photo album to the Board so that they can meet the grandmothers and grandfathers who live at the Clementina Towers to take into consideration when making decisions. 6

7 Maxine Jones, member of the Bayview Hunters Point Community, requested a new place to live. Item 7: Executive Director s Report Monthly Update: Rental Assistance Demonstration Presented by: Jasmine Kuo, Project Manager The RAD conversion schedule has been extended by two months for Phase I. Release of the lender/investor RFP has been postponed to December 1 and the estimated closing date for the RAD conversion is now August 15, The San Francisco Housing Rights Committee (SFHRC) has been offering evening RAD workshops at its office located at 417 South Van Ness on the 1st and 3rd Thursdays of the month at 6:00PM. The MOHCD will continue gathering info from Developers and providing monthly updates to SFHA. President Torres asked how attendance has been at the Housing Rights Committee (HRC) workshops and what type of outreach is being done. Ms. Kuo responded that the meetings have been scheduled for the past two months and there was no attendance by residents at the September meetings. Candy Smallwood, HRC, responded that she has placed flyers on every door in the RAD properties with the exception of Bay and Pacific. In the month of August and September Ms. Smallwood has placed flyers on every building in the RAD building. HRC has put together a tool kit that is 28 pages and is provided to residents who call them. Ms. Smallwood stated that in October she will be out at the sites knocking on doors. President Torres thanked Ms. Smallwood and HRC for their work. Ms. Kuo continued to report on each property summarized as follows: Cluster 1: Chinatown-Phase I Properties: 227 Bay & 990 Pacific DEVELOPER/TEAM: Chinatown CDC (CCDC) CAPITAL PLANNING: Preliminary scope of work includes: 227 Bay: Window replacement, new power sliding door at building entry, new CMU wall (replacing in-kind) vestibule, new roof, paint exterior, new laundry room, improve community space and HVAC; modify railings to meet code, add property management space on existing interior deck space. Inside dwelling units improve some kitchens, baths, and flooring depending on condition. 990 Pacific: Significant voluntary seismic upgrades including exterior shear. Significant entry reconfiguration (enlarging into currently unconditioned exterior space) to address accessibility, property management, and security. Window replacement, repair roof and decks, separate ramp at Mason St. entry. Improve kitchens, HVAC, and fire life-safety. Due to impacts to the boiler room, hot water and heating systems will be down for 3 months minimum requiring full off-site relocation. PROCUREMENT: General Contractor for 227 Bay: Am One Construction General Contractor for 990 Pacific: BBJ Construction 7

8 Green Consultant for both sites: Affordable Energy Associates Waterproofing Consultant for both sites: Gale Associates Elevator Consultant for both sites: VDA Appraiser for both sites: John Mateo Surveyor for both sites: Luk Associates ENTITLEMENTS, PERMITS & UTILITIES: Initial application will be filed with PG&E for service upgrades at both sites due to concerns that the current service and metering system will not be acceptable to PG&E and may require extensive upgrades. DEVELOPER/RESIDENT MEETINGS: Civic engagement staff continuing to collect basic household information. Resident meetings held on 8/27 at 227 Bay (20 residents attended/40%) and 8/28 at 990 Pacific (41 residents attended/45%) to provide update on timeline for approval of scope of work and solicit resident feedback on proposed designs in 3 major areas: security/front entries, common areas, and unit partition walls. Next resident meetings scheduled for the week of September 22, Cluster 2: Western Addition I-Phase I Properties- Robert B. Pitts DEVELOPER/TEAM: Related/Tabernacle CAPITAL PLANNING: Preliminary scope of work includes window replacement and new security grills, new siding and trim, paint exterior, new roof, site accessibility improvements to connect new accessible units to common amenities; new freestanding laundry facility, new play structure and possible basketball court, 11 fully accessible units, new trash enclosures with roofs, pest control measures to improve living conditions. Security improvements with gates at site entry and new fenceenclosed patios. Inside dwelling units replace or repair some kitchens, baths, and flooring depending on condition. PROCUREMENT: Developer is working to get a contract in place for PGA/Cliff Lowe for landscape architecture. ENTITLEMENTS, PERMITS & UTILITIES: Planning Pre-Submission meeting and draft scopes of work will be facilitated by Mayors Office of Housing and Community Development (MOHCD) when necessary. 8

9 DEVELOPER/RESIDENT MEETINGS: Resident meeting held 8/28 6:30-8:30PM (30 adult attendees, 5 kids): Workshop addressing security and exterior site conditions, design team identified site issues and examples of potential solutions. Small groups of residents were formed around 4 tables allowing residents to voice, write, and rank priorities for problems and potential solutions. Resident engagement team met with Resident Council 9/7 to continue dialog on nature and extent of desired services during predevelopment & construction period. Team has begun working in earnest with service providers Felton Institute (formerly Family Services Agency) and Family Restoration House to begin to develop service plan, strategize about the role of on-site service coordinator, and resolve the roles for each agency. Cluster 3: Western Addition-Phase II Properties: 939 Eddy & 951 Eddy DEVELOPER/TEAM: TNDC/CHP CAPITAL PLANNING: Preliminary scope of work includes: 939 Eddy: Siding replacement on rear and courtyards, roofing work, replacement of exterior path of travel and lift at rear courtyard, seismic strengthening, concrete footings in basement, elevator modernization, improvements to sprinklers, kitchens, accessibility, and property management spaces in basement. 951 Eddy: Accessibility upgrades, replacement of original wood single pane windows with energy efficient units on courtyard side only, electrical upgrades, flooring and HVAC improvements. PROCUREMENT: Transworld Construction and other consultants & contractors being selected and procured. ENTITLEMENTS, PERMITS & UTILITIES: After initial meetings with Mayor s Office on Disability (MOD), Developer does not envision any hardships related to accessibility at the buildings. Additionally, Developer does not anticipate any Planning issues. DEVELOPER/RESIDENT MEETINGS: Tenderloin Neighborhood Development Center (TNDC) has developed a resident questionnaire requesting additional feedback on the scope of work which was distributed in late August. TNDC s outreach/relocation coordinator is making introductory outreach phone calls to each resident that has not yet attended any resident meetings, and will meet with the property manager to obtain info regarding translation needs in order to start personal introductions across all units. In late September, a 1-page FAQ mailer will go to all households with basic info and outreach coordinator s contact info. Outreach team will do door to door outreach to residents who haven t participated yet. Goal is for outreach coordinator to make contact with 50% of residents by phone or in person by end of October. TNDC requested to attend the next tenant association meeting. Next resident meeting will be held in October to review the scope of work update. 9

10 President Torres asked whether partners feel that the outreach has been sufficient enough and whether TNDC s practice is one that should be followed by others. Ms. Kuo responded in the affirmative. Cluster 4: Tenderloin - Phase I Properties: 430 Turk & 666 Ellis DEVELOPER/TEAM: TNDC/CHP CAPITAL PLANNING: Preliminary scope of work includes: 430 Turk: Accessibility modifications at 1 st floor and 5% of units, 1 st floor reconfiguration for residential/commercial space parcel mapping, some upgraded kitchens, elevator modernization, fire and life safety improvements, voluntary seismic upgrades, and window replacement. Continued negotiation between TNDC and SFHA over allocation of portion of the former SFHA administrative office to the residential parcel of the building. Parcelization must be complete before SFHA can transfer 430 Turk to TNDC. 666 Ellis: Window replacement, roof replacement, site work to provide accessible path of travel at building entry; HVAC, electrical, and sprinkler upgrades, elevator modernization. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition. PROCUREMENT: 430 Turk: MOU for preconstruction services (exploratory demo, cost estimating, plan review, etc.) with Fine Line Construction executed in July. Geotech engineer procured for soils analysis to guide foundation design. Architect agreement was increased for the structural engineer to perform the Dynamic Computer Analysis. 666 Ellis: Owner s Rep has been procured and has begun meeting with the project team. ENTITLEMENTS, PERMITS & UTILITIES: Second pre-application meeting with DBI will be scheduled in September or October to discuss several code interpretation items including verifying that the elevator modernization work will not trigger requirements for smoke doors and each residential floor stop. DEVELOPER/RESIDENT MEETINGS: 430 Turk: Resident meeting planned for September or October to review the revised ground floor plan and the revised, more limited scope of renovation work. Relocation coordinator is scheduled to meet with the property manager to obtain info on language needs in order to gauge translation needs for future outreach. Relocation coordinator to start personal introductions across all units. 666 Ellis: More regular, monthly interaction with residents to begin in September through meetings. CHP head of Tenant Engagement met with Tenant Council Chair and talked informally with residents during visits to the building; will continue to meet monthly with Tenant Council chair to update and discuss RAD. Residents have been invited to 2 workshops being held for all CHP tenants. Cluster 5: Bernal Heights Phase I Properties Holly Courts 10

11 DEVELOPER/TEAM: Bernal/BRIDGE CAPITAL PLANNING: Preliminary scope of work includes roofing, remove and replace interior perimeter wall materials to remediate moisture problems, entry door widening for accessible units, improve path of travel to community amenities, landscaping improvements, and security gates and systems to improve site safety. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition. PROCUREMENT: General Contractor: Fineline Construction Construction Manager: Armando Vasquez Hazmat Consultant: Essel Environmental Appraisal: Gregg Palmer Surveyor: Luk & Associates ENTITLEMENTS, PERMITS & UTILITIES: Planning Pre-Submission meeting will be facilitated by MOHCD. DEVELOPER/RESIDENT MEETINGS: Holly Courts Residents Council (HCRC) member now attending monthly meetings of BHNC Community Engagement Committee, formal appointment pending. 8/18 & 9/22 BHNC met with HCRC to update on scope. Planning for all-resident meeting in early October. 9/20 BHNC & HCRC co-hosted BBQ at Holly Courts. Planning and coordination underway with BHNC and Urban Services YMCA regarding services plan. Meeting scheduled for late September to discuss use of $60k for on-site services pre-conversion. Mini-service needs survey began in September with over half of units contacted so far. Exploring options for resident employment, social enterprise, and barrier removal. Meeting scheduled for late September with REDF and GreenStreets to leverage existing models. Cluster 6: Mission/Castro-Phase I Properties: 25 Sanchez, 462 Duboce and 255 Woodside DEVELOPER/TEAM: MEDA/BRIDGE CAPITAL PLANNING: Preliminary scope of work includes: 25 Sanchez: Window replacement, voluntary seismic upgrades, entry ramp and garage entry door reconfiguration for accessibility; improvements to life-safety systems, security, elevators, and roofing. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition. 462 Duboce: Façade changes on Hermann St. for services and management space in existing courtyard, voluntary seismic upgrades, elevator modernization, accessibility upgrades, electrical improvements, and improved security features. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition. 255 Woodside: Window and roof replacement, elevator modernization, fire safety, and laundry improvements. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition. PROCUREMENT: General Contractor: Fineline Construction Construction Manager: Gilbert Chan Hazmat Consultant: Essel Environmental 11

12 Appraiser: James G. Palmer, Inc. Surveyor: Luk and Associates ENTITLEMENTS, PERMITS & UTILITIES: Pre-application meeting with DBI will be scheduled in September. DEVELOPER/RESIDENT MEETINGS: Developer will produce a calendar of scheduled activities beginning October 1 for development team and social services team to share information with residents, respond to questions, and provide updates on development. Planning community engagement activities such as game nights, arts & crafts, coffee hour etc., to engage residents in fun and informative activities that reduce social isolation. Services team will be conducting interviews with residents in late September & early October. Services team will work with NCPHS on community building activities as an outreach tool. Project team and NCPHS met with MOHCD on initial services planning. Cluster 7: California Corridor-Phase I Properties-1880 Pine, 345 Arguello & st Ave. DEVELOPER/TEAM: Mercy/JSCo/JARF CAPITAL PLANNING: Preliminary scope of work includes: 1880 Pine: Voluntary seismic upgrades, elevator repair, improvements to common areas and fire alarms, and electrical upgrades. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition. 345 Arguello: Window replacement, balcony railing modifications to meet Code, voluntary seismic upgrades, stucco replacement on west façade, exterior painting, and new roof; upgrades to fire protection, accessibility, electrical, and HVAC. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition st Ave.: Window replacement, storefront replacement at building entry and community room, repair decking, add wire mesh to railings for Code, repair exterior trim and paint exterior, and new roofing; upgrades to accessibility of units and common spaces, HVAC, fire safety, and electrical. Inside dwelling units replace or repair some kitchens, bathrooms, and flooring depending on condition. PROCUREMENT: RFP responses for green consultant currently under review. RFP responses for landscape architect for 1880 Pine were received and are under review. ENTITLEMENTS, PERMITS & UTILITIES: Will need feedback from MOH/Planning on changing existing aluminum windows to vinyl to meet TCAC energy efficiency improvement requirements. May need to reduce 1-2 parking spaces at 345 Arguello. DEVELOPER/RESIDENT MEETINGS: 9/4 Development team attended resident council meeting at st Ave. (20 residents attended). 9/11 Team attended coffee hour at 1880 Pine where residents stayed to ask questions. Ten other residents came for coffee but did not stay to talk to HRC or the Development team. 345 Arguello resident meeting scheduled for 9/23 at 3:00PM.Developer is preparing to hire a resident coordinator to lead tenant engagement with additional RAD services funding. 12

13 Cluster 8: Southeast-Phase I Properties - Hunters Point East and West DEVELOPER/TEAM: JSCo/Related/Ridgepoint/SFHDC CAPITAL PLANNING: Preliminary scope of work includes accessibility modifications at facades for ramp and entry doors, new windows, new roofing, painting the exterior, replace exterior façade materials, site improvements to handrails, stairs, and ramps. Inside dwelling units new kitchens and rehab of most bathrooms planned due to age and condition of units. No existing central laundry space and steep topography of site suggests in-unit washer/dryer should be considered. Conducted onsite investigative testing of electrical, plumbing, windows, and stair towers. Complete RAD PCA has been ordered and will be completed in November. PROCUREMENT: Procuring for energy consultant and relocation consultant ENTITLEMENTS, PERMITS & UTILITIES: No entitlement related meetings or permitting activities are in process right now. Planning Pre-Submission meeting and draft scopes of work will be facilitated by MOHCD when necessary. DEVELOPER/RESIDENT MEETINGS: Resident meeting held 9/10 with approximately 15 (7%) residents in attendance to discuss scope of work. Commissioner Arnold asked if the delay is August 15 or the end of August, 2015? Commissioner Arnold further asked if the schedule is realistic. Ms. Kuo responded that she believes it is August 15 and that the schedule is realistic. Commissioner Arnold asked whether the cost related to the amount of work to be completed was higher than anticipated and if so, how is that reconciled with the budget. Kate Hartley, Deputy Director, MOHCD responded that everything is on time and that the Request for Proposals will go out on December 1, Ms. Hartley reported that negotiations with HUD are in progress. Further, Ms. Hartley stated that the gap financing is the City s commitment. Commissioner Arnold asked if the estimate is still $30,000 per unit. Ms. Hartley responded that the $30,000 estimate was made prior to looking at the buildings and that it is higher now. Ms. Hartley stated that she would get the information to the Board. Commissioner Arnold asked when the construction workers will have RFP s out for work. Md. Hartley responded that it would be 90 days before August 15, Commissioner Yamasaki asked why Cluster 1 is reflecting an increase of resident engagement and whether this is a trend. Ms. Kuo responded that she believes the trend is accurate. Commissioner Yamasaki commented that the plans to come look good and echoed Commissioner Torres earlier comment to find out why Cluster 1 has more engagement and determine whether that can be expanded to the other Clusters. Alicia Sisca, Administrator, stated that working groups will be commencing that week and information regarding best practices will be shared at that time. Commissioner Torres asked if 13

14 the Authority will be sharing the information regarding resident engagement with the developments. Commissioner Torres asked who was organizing the working groups. Ms. Sisca responded that MOHCD is coordinating the meetings. Ms. Hartley commented that the project is a phased project with limited resources. The next phase will include significant resident outreach/engagement. Commissioner Arnold asked for details about the Pay Off all ESCO Bonds statement in one of the packets. Ms. Hartley responded that the goal is to pay off the ESCO bonds. Commissioner Arnold asked if the series A of the bond are not callable and whether conversations have been had around this. Ms. Hartley responded that counsel is not concerned about this and that numerous conversations have been had around this topic. Ms. Smallwood responded that a monthly meeting has been called that includes all outreach groups to discuss the strengths and weaknesses of the various groups. The next meeting is scheduled for October 14, She stated that Mary Hennessey was at the last meeting. Monthly Update: Elevator Repairs Presented by: Andrew Passell, Project Manager Andrew Passell, Project Manager, Development, Modernization and Maintenance Department reported that repairs are continuing at: (1) 1750 Bush will be completed by Friday, October 3, 2014; (2) 990 Pacific is complete; (3) 666 Ellis will be completed by October; and (4) 1750 McAllister will be completed by October. Ms. Smith added that the poster that will be provided to various properties and thanked the City and County of San Francisco for their assistance. Commissioner Torres thanked Ms. Saba and Ms. Smith for their input as well as Philip Wong of the Office of Economic and Workforce Development for his assistance in drawing the poster. Monthly Update: Public Housing Agency Recovery and Sustainability Agreement (PHARS) Presented by: Deloitte and Touche Representative, Kevin Sheriff Kevin Sheriff, Deloitte and Touche Consultant commended staff in Public Housing Operations for providing information and continuously providing improved data which results in improved reports to the Board. Mr. Sheriff explained the new layout for reports in work orders, rent collection and vacancy and will be explained in depth at the Resident Services Operations and Personnel Committee meetings and at a high level at regular Board meetings. Mr. Sheriff reported that 99.9% of the original work orders have been closed and that the Board should expect to continue to see the work order numbers going down. Commissioner Arnold asked if this information has been reported to the Department of Housing and Urban Development. Mr. Sheriff responded in the affirmative. Ms. Smith responded that at a recent meeting with HUD the report was provided. Commissioner Arnold commented that the work order numbers reflected in the one page summary is an improvement. 14

15 Mr. Sheriff reported that between October 1, 2012 June 30, 2013 the Authority was answering approximately 2,000 work orders per month. Over the last 13 months this has been increased to 3,686 per month. The numbers are attributable to additional staffing to assist with the backlog and the hiring of maintenance mechanics. The Authority has continuously closed out backlogged work order in addition to remaining current on work orders submitted within the past 30 days. Mr. Sheriff reported that approximately 4,000 smoke detectors and carbon monoxide detectors have been installed with a goal of inspecting 400 units per month. Smoke detector notices have also been sent out in rent statements, in five languages. Inspections are also occurring in conjunction with annual recertification s. Commissioner Arnold asked if the inspection number was a goal or a fact. Mr. Sheriff responded that the number is a goal that should be met in a short period of time. Mr. Sheriff reported that 94% of rent was collected overall for the fiscal year 2014 and 90% for the month of August. Mr. Sheriff reported that the asterisk next to numbers includes money collected for repayment agreements and that they are working on how to separate the amounts to better track rent numbers and repayment agreement numbers. There are 2,363 current tenants with delinquent balances totaling $6.3 million as of August 31, Mr. Sheriff reported that there is substantial work being done to get individuals into agreements and to get tenants to pay on agreements already in place. Mr. Sheriff reported that (1) there were 791 repayment agreements with a balance of $1.4 million; (2) there are 138 legally blocked tenants with a balance of over $730,000; and (3) there are 862 ex tenants with a balance of approximately $2.7 million dollars which will require a different approach. Commissioner Lindo asked how optimistic Mr. Sheriff is that the balances of the ex-tenants will be recouped. Mr. Sheriff deferred to staff. Commissioner Lindo asked if the 2,363 current tenants with delinquent balances predate Ms. Smith stated that the amount of delinquent balances for the 2014 fiscal year is below $1 million dollars and that the number provided by Mr. Sheriff predated Commissioner Lindo asked whether these balances are written off. Ms. Smith responded that the Authority s policy is that the balances are written off once tenants move out. Commissioner Lindo asked if the Authority has to carry the balances on the books per HUD regulations. Mr. Sheriff responded that they are looking into that issue. Commissioner Arnold asked if the current tenant number includes the legally blocked and repayment agreement number. Mr. Sheriff responded that they are part of the same set and that there are numerous conversations occurring around increasing the number. Commissioner Arnold stated that there are 1400 residents who have balances and are not in repayment agreements nor are the accounts blocked. Mr. Sheriff agreed but stressed that the numbers are new and not as refined as the work order reports. Ms. Smith stated that two new attorneys will be joining the Authority and those attorneys will be focusing on agreements, rent workshops and getting residents current. Commissioner Fong asked how much it costs to collect rent. Ms. Smith responded that there 15

16 would be additional costs by staff but that getting residents to get current on rent would compensate the Authority for expenses. Additionally, the Authority is exploring methods of collecting rent from residents who are no longer in Authority developments. Ms. Smith stated two agency s had been procured to reconcile the ledgers and that process should be commencing shortly. Linda Martin-Mason, Government Affairs and Policy stated that it was costing between $250 and $350 an hour to review ledgers for up to 3 hours each, which is significantly higher than bringing counsel in house who are billing $ per entire case. Ms. Martin-Mason stated each attorney s goal will be to have fully executed agreements per month. Commissioner Arnold asked if tenants who are delinquent in rent will be able to stay in their units. Ms. Martin-Mason responded that tenants will be able to stay in their units but are supposed to be in repayment agreements. For this reason, the attorneys will be prioritizing RAD Phase I sites. Mr. Sheriff further stated that there is a more in depth report that was provided to the Resident Services Operation and Personnel Committee meeting providing a break down of delinquent current tenants. Commissioner Torres stated that the Authority is in the business of keeping residents housed during the RAD process and that it is the Authority s commitment to residents. Commissioner Arnold further stated that he endorses the commitment but emphasized that the residents also have an obligation to pay the rent. Mr. Sheriff reported that 94.08% of rent was collected for fiscal year 2014 and that the number included repayment agreements. Mr. Sheriff reported that for the month of August rent collections were lower than usual at 90%, potentially due to back to school costs. The following slide represented tenants with outstanding balances. Commissioner Arnold asked why the total current number of tenants was only 4,883. Ms. Smith responded that the 6,000 unit count includes HOPE VI sites and vacant units. Commissioner Arnold responded that, with those numbers provided, it means that over 50% of tenants have delinquent balances. Ms. Smith responded in the affirmative. Mr. Sheriff reported that there are 62 vacancies at RAD Phase I properties; 88 vacancies at RAD phase II properties; and 164 units at non RAD properties. Of the total vacancies, there are 47 units that are vacant and available awaiting referrals. The total occupancy percentage is 95%. Mr. Sheriff stated that occupancy is a huge indicator for PHAS scores and that the Authority has an average of 94%-95%. Ms. Smith stated that the City and County of San Francisco will be providing $2 million to make ready 20 units per month for families. Commissioner Torres asked for the status of other financial approvals with HUD. Ms. Smith stated that the Authority should learn shortly about the $600,000 requested of HUD. Commissioner Torres asked if the start date is anticipated to be October 1, Ms. Smith responded in the affirmative. Commissioner Yamasaki requested confirmation that half of the residents had delinquent balances and one third were in repayment agreements. Mr. Sheriff responded with 16

17 confirmation that Commissioner Yamasaki was accurate. Commissioner Torres thanked Mr. Sheriff and staff for their work on making the new report. Resident Opportunities for Self Sufficiency (ROSS) Presented by: Sue Dichter, Director of Social Services, Northern California Presbyterian Services (NCPHS) Ms. Dichter reported that the first grant was applied for by the Department of Aging and Adult Services, NCPHS and the Authority, and received, seven (7) years ago. The first grant provided service coordinators to 666 Ellis; 350 Ellis; Clementina Towers and Rosa Parks. Four (4) years ago, the same parties applied for a second grant, was awarded the grant, and allowed service coordinators to cover an additional eleven buildings. Ms. Dichter reported that 731 residents were provided services in the past quarter. Ms. Dichter stated that these services included calls to mental health services, case management, assisting with acquiring in home care services, translations, etc. Ms. Dichter stated that all services are voluntary by the clients. However, there have been over 135 activities hosted since January 1, 2014 for the residents ranging from hearing exams, flu shots, dance classes, etc. Commissioner Arnold asked what will occur to the services once the properties convert to RAD. Ms. Dichter stated that they are working closely with developers of 14 sites through the RAD process and already have Memorandum of Understandings for these sites. Public Comment John Kelly, resident of Clementina, expressed concerns that the conditions at senior/disabled and family buildings are not mentioned in the Executive Directors report. Mr. Kelly further stated that he disagreed with the earlier comments regarding the Clementina Property Manager who Mr. Kelly believes is very good and keeps the building in good condition. Mr. Kelly expressed concerns about disturbances that have occurred at properties without follow up to his knowledge. Item 8: Informational Item Presentation on the Joint Draft Environmental Impact Report/Environmental Impact Statement (EIR/EIS) for the Potrero HOPE SF Master Plan Project (the Proposed Redevelopment of the Potrero Terrace and Potrero Annex Housing Developments), prepared by the San Francisco Planning Department in cooperation with the City of San Francisco s Mayor s Office of Housing and Community Development (MOHCD), as lead agencies under California Environmental Quality Act and National Environmental Policy Act, respectively Alicia Sisca, Administrator, Development, Modernization and Maintenance introduced Kate McKinney and Tomequia Moss. Tomequia Moss, Director of HOPE SF, provided a summary of the status of the Potrero development stating that they are working with Bridge, exploring the phasing in option due to the high cost of the project, and continue the commitment of completing the project. Kim McKay, representative of Bridge Housing, stated that the presentation would provide an overview to the Commissioners of the status of the project. Ms. McKay reported that 17

18 Bridge was selected in 2008 and since then they have been working with residents to develop trust and establish needs. Further, Ms. McKay re-iterated that Bridge has been committed to the goals of HOPE SF including, but not limited to, creating integrated diverse communities, ensuring economic opportunity for residents, ensuring a strong sense of community. Ms. McKay stressed that 58% of the population of Potrero is under 21 years of age and 53% of that group are in elementary school. Currently, there are 606 units at Potrero and the plan would add 210 affordable housing; a moderate income phase of which the number is unknown and an additional 660 market rate units at the site. Ms. McKay reported that the EIR/EIS that has been in the works and is about to be published, which is a huge step in the processing including the design for development package as well as the SUD. The project entitlements being requested include a special use district and a development agreement currently in progress with the City. Ms. McKay stated that the EIR will come out in October and will provide a 45 day public comment period. Following the comment period the planning commission will have two hearings before it goes to the Board of Commissioners. Ms. McKay concluded by re-iterating the goals of the project including one for one relocation, minimize relocation of residents, build first, use smaller phases so that there is less temporary relocation and provide a wide range of affordability-which has become significant to HUD as they award grants. Ms. McKay stated that Phase one logic was build first. Phase two would include market rate and an affordable housing component in order to leverage the revenue from the market rate sales to offset the affordable component. Phase three would focus on public housing residents. Bridge has been utilizing a new model that goes above and beyond the traditional service model that includes the trauma informed community model, which has recently been written about. The service model includes weekly garden sessions by residents, a walking school bus and walking clubs. Ms. McKay introduced Tu Ban who has been at Potrero. Commissioner Torres asked what the potential for funding is for the Choice Neighborhood Grant. Ms. McKay responded that it has decreased every year and that only four or five are granted per year in the amount of approximately $30 million. Commissioner Fong asked whether analysis has been done to weigh the factors of relocating individuals. Ms. McKay responded that it has not been analyzed but they could explore that further. Commissioner Arnold commented that he appreciates the commitment to one for one replacement of Public Housing units but doesn t see that reflected in the documents provided. Ms. McKay responded that Public Housing units are integrated with affordable housing. Commissioner Arnold asked that they be identified in the documents. Ms. McKay responded that they are identified in the document that she has and can provide copies. Commissioner Arnold asked if the Public Housing units will be rebuilt at the end of the process. Ms. McKay responded that Public Housing units are phased in on a schedule as well that would begin with 75 Public Housing units and 25 would be other coming online in Commissioner Arnold asked that the chart be broken up to distinguish which units are Public Housing vs. Affordable Housing. Ms. McKay responded that staff will provide the information. Commissioner Arnold asked if they were relying on Potrero Hill Rec center for the majority of the space. Ms. McKay responded, after referring to a slide, that it includes the 3.5 acres of open space. Commissioner Arnold asked if there is a ratio of units to open space that should be applied to the project because the project appears to have very limited open space. Ms. McKay responded that she was not sure but that it is a more urban dense solution. (1) Public Comment(s) 18

19 No public comment Item 9 - Tenant Representative Report a. Citywide Council Senior Disabled (CCSD). Beverly Saba, CCSD president, stated that she was disappointed about the recent changes that the Authority has made to the Memorandum of Understanding that has taken almost four years to execute. Ms. Saba expressed satisfaction in the improved maintenance reports but asked why some tenants are not successful in getting maintenance concerns addressed until Ms. Saba contacts Barbara Smith directly. Ms. Saba thanked the tenants, the Board of Commissioners of the Housing Authority of the City of County of San Francisco (Board), the Mayor s Office and Barbara Smith for all the work surrounding the elevators. Ms. Saba further personally endorsed Mr. Kelly s request to recall the Annual Plan and stated that this item would go before the CCSD Board at the next meeting. Ms. Saba reported that she invited Tenderloin Neighborhood Center to their last tenant meeting to celebrate elders who are over 80 years old. Ms. Saba re-iterated her thanks to Barbara and all other parties for all of their work to address maintenance concerns and to improve the elevator conditions at senior/disabled properties. b. Public Housing Tenants Association (PHTA) Joyce Armstrong, President of the PHTA, was excused from the meeting. Public Comment John Kelly requested that the recall of the Annual Plan be added to the agenda for the special meeting. Mr. Kelly stated that his photo album was returned to him but he is requesting that the pictures be placed in the archive for the Board meeting date. Mr. Kelly expressed concern about admitting difficult tenants into Senior/Disabled properties to disrupt the tenants. Item 10: Committee Reports a. Development and Finance Committee (D&F) Commissioner Arnold reported that the next Development and Finance Committee meeting would be on October 15, 2014 at 1815 Egbert Avenue on the second floor. Commissioner Arnold stated that the D&F Committee did not meet due to a lack of quorum. b. Resident Services, Operations & Personnel Committee (RSOP) Commissioner Lindo reported that the RSOP Committee met on September 23, The first report related to crime and safety stated that car burglaries increased. Client Placement reported on the status of the waitlist, referrals, transfers and lease up fairs. 19

20 There was also a report on attrition at the Authority. Commissioner Lindo recommended an article about 250 Kearny and its approach to housing veterans. Commissioner Lindo also reported that a plan was proposed to take the Board meetings out to the developments beginning in January of Public Comment John Kelly stated that while overall crime was down, domestic crime has increased significantly, especially at Sunnydale. Mr. Kelly expressed concern about not having a domestic violence and safety plan at the Authority. Commissioner Lindo asked Mr. Kelly where he obtained the numbers quoted in his public comment. Mr. Kelly responded that the topic is family offenses. Commissioner Lindo clarified that this topic is a wide ranging area that is not limited to domestic violence such as a truant, a child involved in an arrest, a child who has run away, etc. Commissioner Lindo further stated that the City and County of San Francisco takes a very strong stand against Domestic Violence regardless of where they live. Further, Commissioner Lindo informed Mr. Kelly that the Penal Code requires the San Francisco Police Department to make an arrest in a Domestic Violence situation. Commissioner Lindo also stated that every victim of domestic violence is referred to the District Attorney s office and are provided a significant amount of resources. Mr. Kelly stated that he appreciates Commissioner Lindo s comments and further stated that the Authority needs a Domestic Violence prevention plan. Item 11: Regular Agenda Regular Agenda: Public comment will be taken after staff presentation as a whole on all agenda items. 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 Item (1) [RESOLUTION AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ISSUE A PURCHASE ORDER TO THE DEPARTMENT OF PUBLIC HEALTH FOR HAZARDOUS MATERIALS UNIFIED PROGRAM AGENCY (HMUPA) FEES AT 17 HOUSING DEVELOPMENTS FOR A TOTAL OF $10,467.00] (a) Public Comment None Motion: First: Commissioner Arnold motion to approve Second: Commissioner Yamasaki Vote: 20

21 Ayes: Commissioners Torres, Fong, and Lindo Nays: None Motion passed B. Action items (1) [RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF THE FINAL SUBDIVISION MAP FOR THE HUNTERS VIEW PHASE II HOUSING DEVELOPMENT( FINAL MAP ), AND CERTAIN MATTERS RELATED TO THE FINAL MAP INCLUDING (I) THE DECLARATION OF ANNEXATION PURSUANT TO THE MASTER DECLARATION OF COVENANTS AND RESTRICTIONS FOR THE HUNTERS VIEW PLANNED DEVELOPMENT, (II) THE QUIT CLAIM DEED AND TERMINATION OF EASEMENT RIGHTS FROM COMCAST OF CALIFORNIA III, INC. TO THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO, AND (III) A CERTIFICATE OF ACCEPTANCE (GOVERNMENT CODE SECTION 27281] Presented by: Alicia Sisca, Administrator, Development, Modernization and Maintenance Department Alicia Sisca provided an overview of the project and introduced Katherine Etsel of the John Stewart Company to further explain the details of the resolution. Ms. Etsel reported that approval of the resolution before the Board is needed in order to move forward with the Declaration of Annexation and to remove the Quit Claim Deed. Ms. Etsel reported that the Declaration of Annexation will separate Phase II under the CCNR s. Ms. Etsel provided the Board with maps of Phase II and highlighted blocks 7 through 10. Commissioner Arnold stated that the presentation is consistent with every other presentation that has been brought before the Board. Commissioner Arnold asked what phase 2A2 represents. Ms. Etsel responded that that area is Iron Wood Park but to note that the main park in Hunter s View will be part of Phase III. b. Public Comment(s) Kathy Perry, YMCA, commented that the residents enjoy their new units and is present to support the project. Motion: First: Commissioner Fong motion to approve Second: Commissioner Arnold Vote: Ayes: Commissioners Yamasaki, Lindo, and Torres Nays: None Motion passed (2) [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO EXECUTE A CONTRACT WITH THE HOUSING AUTHORITY RISK RETENTION GROUP ( HARRG ) FOR COMMERCIAL GENERAL LIABILITY INSURANCE IN AN AMOUNT NOT TO EXCEED $799,043.00] 21

22 Presented by: Acting Director of Human Resources, Phyllis Moore-Lewis Phyllis Moore-Lewis, Acting Director of Human Resources, stated that the insurance coverage lapses on October 1, 2014 and HUD requires the Authority to have continual coverage. Ms. Lewis reported that there is an increase of $4, 059 due to the lawsuits settled this year. Commissioner Arnold asked why the Authority is entering into a contract not to exceed $799,043 when, with the dividend off-set the net total is around $661,000. Ms. Lewis responded that although the Authority typically receives the dividend, it is not guaranteed and that it would be counted towards revenue if received. Commissioner Torres asked whether Ms. Smith had any comments. Ms. Smith responded that HARRG has been responsive and that HARRG is specifically designed for Housing Authority s. Ms. Smith further stated that HARRG has provided opportunities for training. Commissioner Torres asked if the Authority feels comfortable with the services provided by HARRG. Ms. Moore-Lewis responded that HARRG is very prompt and that the working relationship that has been established between the Authority and HARRG has been effective. Commissioner Torres asked about HARRG s participation in household safety, specifically with smoke detectors. Ms. Moore-Lewis responded that HARRG hosted a coloring contest with a focus on household safety. a. Public Comment(s) None Motion: First: Commissioner Yamasaki motion to approve Second: Commissioner Lindo Vote: Ayes: Commissioners Arnold, Fong, and Torres Nays: None Motion passed (3) [RESOLUTION APPROVING AND AUTHORIZING THE ACTING EXECUTIVE DIRECTOR EXECUTE A CONTRACT WITH HOUSING AUTHORITY PROPERTY INSURANCE (HAPI) FOR PROPERTY INSURANCE IN AN AMOUNT NOT TO EXCEED $748,566.00] Presented by: Acting Director of Human Resources, Phyllis Moore-Lewis Phyllis Moore-Lewis, Acting Director of Human Resources, stated that the policy is required as a recipient of federal funds. Ms. Moore-Lewis reported that the Authority would be eligible for up to $11,000 in dividend payments, which would reduce the premium and would be placed in the operating budget. The Authority is exempt from procuring the coverage due to the mandate. HAPI has been approved as a non-profit agency with HUD. a. Public Comment(s) 22

23 None Motion: First: Commissioner Yamasaki, Second: Commissioner Lindo Vote: Ayes: Commissioners Arnold, Fong, Lindo, and Torres Nays: None Motion passed (4) [RESOLUTION AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO ENTER INTO A PURCHASE CONTRACT FOR UNIFORMS AND SAFETY APPAREL WITH AT WORK UNIFORMS FOR THE COCC CRAFT EMPLOYEES AND LABORERS AT RESIDENTIAL SITES PURSUANT TO COLLECTIVE BARGAINING AGREEMENTS FOR THE 2014 & 2015 CALENDAR YEARS FOR AN AMOUNT NOT TO EXCEED $40,000.00] Presented by: Chief Procurement Officer, Solomon Gebala a. Public Comment(s) Solomon Gebala, Chief Procurement Officer, reported that the uniforms will be provided to those crafts requiring the Authority to provide uniforms. Mr. Gebala stated that the uniforms have an Authority logo so that it is clear that these are employees of the Authority. Commissioner Torres asked if the uniforms will be required. Mr. Gebala responded in the affirmative. Mr. Gebala stated that the Authority is requesting sufficient funding for two years because the Authority is currently in arrears. Mr. Gebala reported that the company is in support of local hiring. Commissioner Arnold asked what employees are wearing now. Mr. Gebala says that some are wearing old uniforms and street clothes. Commissioner Arnold asked if individuals will be provided one uniform per year. Mr. Gebala responded that it depends on the craft. For example, the painters get two uniforms. Ms. Moore-Lewis responded that the Authority is required to provide two to three sets of uniforms depending on the craft. Further, the uniforms currently being used are various colors and inconsistent. Commissioner Yamasaki commented that the uniforms are an on-going obligations that has been negotiated with labor partners but is actually a purchase order to ensure that the obligation that the Authority agreed to was made. Commissioner Torres asked if employees are obligated to wear the uniform. Mr. Gebala confirmed. Commissioner Yamasaki commented that the order is for uniforms and the employees are obligated to keep the uniforms clean with no services provided by the Authority to clean them. Ms. Moore-Lewis responded in the affirmative. In the past the Authority property offices provided funds to employees to purchase uniforms or ordered them for their development, which resulted in inconsistent uniforms. The current process is more controlled and more uniform. Motion: First: Commissioner Lindo Second: Commissioner Arnold Vote: 23

24 Ayes: Commissioners Yamasaki, Fong, and Torres Nays: None Motion passed (5) [RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO A CONSTRUCTION CONTRACT WITH ASCENT ELEVATOR SERVICES INC. FOR ELEVATOR MODERNIZATION AT FIVE SITES: 320/330 CLEMENTINA, ROSA PARKS (1251 TURK), 430 TURK, 1880 PINE, AND PING YUEN NORTH (838 PACIFIC) HOUSING DEVELOPMENTS IN THE AMOUNT OF $5,036,000.] Presented by: Andrew Passell, Project Manager, Development, Modernization and Maintenance Department Mr. Passell reported that the Authority is confident that the pricing is good. Mr. Passell stated that the maintenance part was removed from the contract as a condition of funding from MOHCD because they are not covering the maintenance meaning that it would have to be a separate contract. Commissioner Arnold asked whether the contract with Thyssen Krupp would cover this cost. Mr. Passell responded that the Authority would have to review the contract at the time of the construction but that it should be covered and may require an adjustment to the contract. Commissioner Arnold asked if Ascent is capable of meeting the schedule outlined. Mr. Passell responded in the affirmative and that the contract includes liquidated damages for exceeding the timeframe without proper cause. Commissioner Arnold asked where we are with the budget since this contract is for $5 million but the full amount received is $5.4 million, which covered the maintenance projects resulting in being over budget. Mr. Passell stated that this is included in the budget and that $110,000 has been spent up to this point. Mr. Passell stated that the shop drawing submittals still have to be reviewed. Commissioner Arnold asked if the budget will be sufficient for the project. Mr. Passell responded that soft costs may have to be supplemented. Further, Mr. Passell stated that funding has been budgeted for a consultant. Commissioner Arnold asked if there was only one bidder for the current resolution vs. Clementina where there were two. Mr. Passell responded in the affirmative and stated that the elevator business is very busy with high barriers to entry. Mr. Passell stated that there is a five year apprenticeship to be an elevator mechanic and there is a need for elevator mechanics. Commissioner Torres commented that while residents think the timeline is too long, the Authority is being informed that 18 months is a tight timeline by the contractors. Mr. Passell responded in the affirmative. Commissioner Torres confirmed that a star will be expected next to the October 2014 date in the report. Mr. Passell responded that translations should have been ready that day. Commissioner Torres thanked Mr. Passell. a. Public Comment(s) John Kelly, resident at Clementina Towers, opposed the Phase I properties get funding for elevators because they will have access to the RAD funding sooner than those buildings in the RAD Phase II properties. Mr. Kelly expressed satisfaction with Thyssen Krupp and concerns that Ascent is not familiar with the elevators that Thyssen 24

25 Krupp is already familiar with. Mr. Kelly asked if there is no maintenance contract, does that mean that there is no two year guarantee. Commissioner Fong asked if it was bid as an aggregate and it if was the lowest bid. Mr. Passel responded that in the bid pricing was requested for individual sites and that the contractor could bid for any of the sites with the Authority reserving the right to award 0-5 contracts. Commissioner Fong asked if it was the lowest bid. Mr. Passel responded in the affirmative. Commissioner Torres asked for clarification on the question. Commissioner Fong stated that if it was an aggregate bid then it is the lowest each but the lowest total. Commissioner Arnold asked if the previous bid that was not awarded was an aggregate bid. Mr. Passell responded that Commissioner Arnold was correct and that this appeared to be a more attractive option for contractors due to the volume of work needing to be done. Motion: First: Commissioner Arnold Second: Commissioner Yamasaki Vote: Ayes: Commissioners Fong, Lindo, and Torres Nays: None Motion passed Item 10: Commissioner s Comment and Report None Item 11: Adjournment Commissioner Torres adjourned the meeting at 7:41 PM 25

26 SPECIAL MEETING MINUTES HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO BOARD OF COMMISSIONERS MEETING September 30, 2014 SCHEDULED: 4:00 p.m. 1 Dr. Goodlett Drive Room 421, San Francisco, California COMMISSIONERS PRESENT: Joaquin Torres, President Jaci Fong, Vice President Phil Arnold, Commissioner Leroy Lindo, Commissioner COMMISSIONERS EXCUSED: Patricia Thomas, Commissioner Ted Yamasaki, Commissioner Item 1&2: Meeting called to order and roll call Meeting called to order at 4:04 p.m. Item 3: Public Comments on the Closed Session Item Beverly Saba, City Wide Senior Disabled Jurisdiction Wide Council President; expressed gratitude for the Acting Executive Director, Barbara Smith and her capacity to be available, listen, work collaboratively with the tenants, and her extensive knowledge. Commissioner Arnold asked if there was an obvious difference between Ms. Smith and previous Executive Directors. Ms. Saba stated that Ms. Smith brought a personal and collaborative experience that others did not. Ace Washington; spoke in support of Ms. Smith and stated that she was doing a fantastic job Randall Glock; stated that it has been a better experience working with Ms. Smith than former Executive Director s but there were still some issues that needed to be addressed Item 4: Closed Session 26

27 (1) PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code section 54957) Title: Acting Executive Director Commissioner Torres stated that he would like to provide an opportunity for additional public comment from the Public Housing Tenant s Association (PHTA). Item 3: Public Comments on the Closed Session Item Public Housing Tenant Association (PHTA) President, Joyce Armstrong; spoke favorably about Ms. Smith and expressed gratitude in her acknowledging the importance of the Jurisdiction Wide Counsels. Neola Gans; spoke favorably about Ms. Smith Item 4: Closed Session (1) PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code section 54957) Title: Acting Executive Director Commissioner Torres stated that a closed session was held to discuss the performance of the Acting Executive Director. He stated that the Commission unanimously believes that that Acting Executive Director had performed exceptionally well and exceeded all expectations given the amount of difficult task that she has encountered. Ms. Smith stated that she was honored and privileged to be serving as the Acting Executive Director and have the opportunity to improve the Authority s operations. She stated that it would would not have been possible without the Commissioners, Deputy Executive Director, Senior Staff, dedicated staff, City Officials, and Jurisdiction Wide councils. Item 5: Adjournment Meeting adjourned at 4:45pm 27

28 Addendum 28

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34 SAN FRANCISCO HOUSING AUTHORITY HOUSING DEVELOPMENT AND MODERNIZATION 1815 EGBERT AVENUE, ROOM 300 SAN FRANCISCO, CA (415) TTY (415) Fax (415) MEMORANDUM To: From: Housing Commission Andrew Passell, Project Manager Date: October 9, 2014 Subject: Executive Director s Report: Elevator repair/ modernization status 1. REPAIR AND MODERNIZATION OF ELEVATORS Repair Schedule Door Operators Pump Unit Roller Guides Clean Hoist way Repair Status 1760 Bush 8/6-8/21 9/10-9/15 9/16-9/19 10/8-10/ Pacific 8/22-8/27 9/22-9/25 10/13-10/ McAllister 8/28-9/3 9/26-10/1 10/16-10/ Ellis 9/4-9/9 10/2-10/7 10/21-10/ Bush Street Both elevators are running All repairs have been completed one week ahead of schedule. 990 Pacific Avenue both cars are running All repairs have been completed two weeks ahead of schedule McAllister both cars are running All repairs have been completed twenty days ahead of schedule. 666 Ellis Street one car still out due to parts Scheduled to work on this elevator from October 13 for 2 weeks. ThyssenKrupp will be replacing some controller components and restore the car to service. Once we get this car running, the Contractor will be able to take the other car out and replace the door operator. Scheduled to be completed by 10/23/14. 34

35 Elevator Report October 9, 2014 Page 2 Modernization Schedule Modernization Status The Board of Commissioners of the City and County of San Francisco (Board) approved a resolution authorizing the Acting Executive Director to enter into a construction contract between the San Francisco Housing Authority (the Authority) and Ascent Elevator Services Inc. in an amount not to exceed $5,036,000. This construction contract will modernize outdated elevator equipment at Rosa Parks (1251 Turk), 430 Turk, 1880 Pine, 320/330 Clementina and Ping Yuen North (838 Pacific) Housing Developments. The Procurement Department is processing the Contract Documents and will be issuing a Notice to Proceed (NTP) on 10/13/14 as scheduled. 35