MINUTES BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO MEETING July 22, 2014 SCHEDULED: 9:00AM City Hall, Dr. Goodlett Place, room 416, San Francisco, California 94102 COMMISSIONERS PRESENT: Jaci Fong, Vice President. Phil Arnold, Commissioner Leroy Lindo, Commissioner Ted Yamasaki, Commissioner COMMISSIONERS EXCUSED: Joaquin Torres, President Patricia Thomas, Commissioner Item 1: Meeting called to order Vice President, Jaci Fong called the meeting to order at 9:09AM Item 3: Approval of minutes: a. Regular meeting: June 26, 2014 Public Comment John Kelly; expressed concerns about the Deputy Executive Director/Chief Operating Officer, Velma Navarro s comments on the focus of Public Housing being to house the homeless and asked that the minutes be corrected on page eight. He asked that the minutes also be corrected to reflect that the investigation of the former Executive Director was conducted by Louis Renee the former City Attorney for San Francisco. Beverly Saba; stated that she agreed with Mr. Kelly s statements. Commissioner Fong asked Ms. Navarro to clarify her comments as referenced in the minutes. Ms. Navarro reported that her testimony at the Commission meeting on June 26, 2014 was in discussions about the new preferences. She stated that the particular preference that was being discussed for permanent supportive housing was given more points than just homeless in San Francisco. Ms. Navarro stated that there was a ladder of housing initiative in the City of San Francisco of which the Housing Authority was participating. She stated that the Authority s mission was still to house low income households as well as senior and disabled individuals. Ms. Navarro reported that the purpose of the preferences was to identify those individuals on the waiting list with certain preferences which would have more points than others depending on what was self-certified. She stated that in order for the Authority to participate in the ladder of housing staff s recommendation was to provide a higher point allotment to those that were homeless living in permanent supportive housing. Ms. Navarro stated that the discussion was differentiating the homeless in San Francisco preference from the
homeless in supportive housing preference. Commissioner Fong asked for clarification on who did the investigation on the former Executive Director. Acting Executive Director, Barbara Smith reported that Renne Sloan Holtzman Sakai, the law firm that is already included in the minutes was the firm that was retained to do an investigation of the claims against the former Executive Director and the Authority. She stated that Louis Renne was a partner in the firm. Commissioner Fong stated that it was her understanding that other members of the firm were also involved in the investigation. Ms. Smith stated that there were several members of the firm that were involved in the investigation. Motion: First: Commissioner Arnold approval of minutes as written Second: Commissioner Lindo Vote: Ayes: Commissioners Arnold, Lindo, Yamasaki, and Fong Nays: None Motion passed Item 4: General Communications None Item 5: President s Report Vice President, Jaci Fong stated that the regular Commission meeting scheduled for July 24, 2014 has been cancelled and a special meeting would be held in its place on July 31, 2014 in City Hall Room 408 at 4PM. She apologized to the public for the changes in the Commission meeting schedule due to lack of quorum. Item 6: Public Comment John Kelly; objected to the special Commission meeting and stated that the current meeting was a regular meeting and that by changing the date it did not allow for maximum public participation. He expressed concerns about the President of the Commission and the tenant Commissioner being absent at the present meeting where votes would be taken on the Annual Plan. Item 6: Executive Director s Report Monthly update: Stop Loss Acting Executive Director, Barbara Smith stated that the Commission book included a letter of approval from the Department of Housing and Urban Development (HUD) indicating that the Authority had successfully converted to asset management, project based operations and accounting at the developments. She stated that one of the major accomplishments last year was the introduction of maintenance mechanics generalist at the properties to take care of routine maintenance. Ms. Smith stated that most recently the Authority s conversion to fee structure was acceptable to the HUD for asset management and HUD approved the Authority Stop Loss conversion.
Monthly update: Elevator Presented by: Project Manager, Andrew Passell Commissioner Arnold asked if there were any new updates since the report had been written a few weeks back. Mr. Passell stated that there had been no change to the budget. However, in the report it showed that the door operator parts would be available by July 16, 2014 and he had been informed that they would come in at the beginning of August. Commissioner Arnold asked if it was possible that there would be multiple awards rather than a single award with regards to the modernization of the elevator. Mr. Passell stated that it that was possible. Commissioner Arnold asked if it would be possible to speed up the schedule. Mr. Passell stated that it would be difficult to tighten the timelines as the current schedule was fairly ambitious. Public Comment John Kelly; presented the Commission with written objections to the elevator repair and modernization schedule and ask that it be a part of his public comment. He expressed concerns about the funds being spent to ensure longevity of the elevator repairs. (See attached addendum to these minutes.) Monthly update: Public Housing Operations (PHO) Presented by: Manager of Vacates and HOPE VI, Florence Cheng Commissioner Arnold asked staff to clarify the 50058 impact on the Authority s annual evaluation scores. Ms. Cheng stated that the minimum reporting rate from HUD was 95%. She stated that the Authority could round up. For example, the Authority s reporting rate for May was 94.92%, which was rounded up to 95%. However, for June the reporting rate was 94.37%, which was rounded down to 94%. Commissioner Arnold asked what the year-end date for determining the Authority s score was. Ms. Cheng stated that the score would be determined by the end of the fiscal year which was September 30, 2014. Monthly Update: Declaration of Emergency for Repairs- Maintenance Backlog Reduction Plan Presented by: Manager of Vacates and HOPE VI, Florence Cheng Commissioner Arnold asked if staff could report on the prior month alongside the current month for each Asset Management Property (AMP). Ms. Cheng stated that she would do so for reports moving forward. Commissioner Yamasaki asked if the increase in work orders was because the Authority was opening new work orders or because of failure to close existing work orders from previous months. Ms. Cheng stated that for the month of June the Authority created over 3000 work orders and closed close to 3000 worker orders. She stated that some of the work orders closed were from the previous months and that staff would like to close the oldest work orders. She stated that due to various reasons staff was only able to close out a certain amount of work orders. Commissioner Yamasaki asked if there was a large increase in the number of work orders that were reported for the month or if the staff was seeing an inability to address the backlog of work orders because they continued to come in. Ms. Cheng stated that every month about 2800 to 3000 work orders are created and
staff was focusing on the backlog first. Commissioner Arnold asked if staff had thought about other potential solutions to address the works orders. Ms. Smith stated that the Authority hired additional plumbers and a carpenter to address some of the backlog of work orders at Sunnydale and Potrero Terrace. She stated that staff was also looking very closely at the maintenance mechanics and have found that the number of work orders for maintenance mechanics had increased. Ms. Smith stated that the Authority was looking closely at the types of work orders that the maintenance mechanics were unable to get to and the properties to determine if additional training is needed or if they were understaffed. Ms. Smith stated that the other thing that needed to be taken into consideration was that the Authority had a very strong emphasis on making sure that all of the annual inspections for the units were conducted. She stated that in June the property managers geared up their inspection work and completed more inspections than they typically do in a month which was another way work orders are generated. Ms. Smith stated that staff would report to the Commission at the next meeting on corrective actions and on what had been identified as factors that could be causing an increase in outstanding work orders. Commissioner Arnold asked that the graphs shown at the meeting that were not included in the report be included in presentations moving forward. Monthly update: Public Housing Agency Recovery & Sustainability Agreement and Action Plan (PHARS) Presented by: Velma Navarro; Deputy Executive Director/Chief Operating Officer Ms. Navarro stated that there were no PHARS deliverables due in August but several were due in September. She stated that at the next Commission meeting staff would give a list of the milestones that were due the last month of the fiscal year. Public Comment None Item 7: Tenant Representative Report a. Citywide Council Senior/Disabled (CCSD). CCSD president, Beverly Saba thanked Ms. Smith, Ms. Navarro, Ms. Martin-Mason, Ms. McCray-Dickerson and Ms. Dennis for meeting with herself and Mr. Kelly to discuss concerns regarding the waiting list preferences. She expressed concerns about the Authority focusing on housing the homeless through the preferences. Ms. Saba stated that it was concerning that this new preference would change the tenant population in the senior/disabled buildings. She expressed concerns that the seniors had no priorities on the waitlist. Ms. Saba stated that if the new preferences were approved they would go into effect in October of 2014 and expressed concerns that everybody currently on the waitlist would be reevaluated in terms of the new preferences. She asked that preference points be added to applicants for each year they were on the waitlist. Ms. Saba asked what the process was for the advocacy groups recommending someone that was homeless to the Authority. She expressed concerns about the preference for homeless in supportive housing and asked that the seniors have the same preference.
Ms. Saba asked for John Kelly to be a part of her report. Commissioner Fong stated that her request was not permissible. Special Legal Counsel, Dianne Jackson- McLean; stated that Mr. Kelly would have to make his comments as part of public comment on the tenant reports. Public Comment Unknown Male; spoke in support of seniors receiving housing John Kelly; expressed concerns about the preferences and how he felt it was affecting seniors b. Public Housing Tenants Association (PHTA) President of the PHTA, Ms. Joyce Armstrong asked for clear instructions for having other individuals as a part of the tenant association reports. She expressed concerns about the relevance of the jurisdiction wide tenant association and asked for a plan for the jurisdiction wide leadership in regards to the Rental Assistance Demonstration Program (RAD). Ms. Armstrong asked for the demographics of the Authority and the Bernal Dwelling development. She stated that no one had been identified to monitor the 25% resident hiring and asked for a report. Ms. Armstrong asked that everyone keep Tessie Esther in their thoughts. She stated that that she had requested from Ms. Smith that PHTA and CCSD meet with the developers for the RAD clusters and Ms. Smith had agreed. Public Comment None Item 8: Committee Reports a. Development and Finance Committee (D&F) Commissioner Arnold stated that the Development and Finance Committee (Committee) met on July 2, 2014. He stated that the Committee reviewed the item that was on the consent calendar and that it was recommended to the Commission for approval. Commissioner Arnold reported that the Committee also reviewed an item for Alice Griffith which was initially recommended for the consent calendar however, the item had substantial changes and was moved to the regular action item agenda for further review. He stated that the revised 2014 budget was also reviewed and recommended to the Commission as an action item. Commissioner Arnold reported that the Development and Finance Committee would be meeting again on July 23, 2014 at 1815 Egbert Avenue at 8:30AM. b. Resident Services, Operations and Personnel Committee (RSOP) Commissioner Lindo stated a few of the Commissioners toured the Bayview Hunters Point area in regards to the rebuild. He reported the tour consisted of Alice Griffith, Hunters View, Hunter Point A East and A West, and the Indian Basin. Commissioner Lindo stated that he had also attended a meeting at Sunnydale with a few of the
Authority s staff regarding the untimely death of a youth working while on the job. He stated that various service providers attended and spoke about the needs in the community. Commissioner Lindo stated that he had expressed concerns to Ms. Smith that with the many service providers in the community, the Authority was not aware of. the services that they offered. He stated that he asked for list of the providers in order to monitor what was being done and to ensure that resources were being provided to the tenants. Commissioner Yamasaki stated that the Resident Services, Operations and Personnel Committee met on July 15, 2014 in City Hall at 2:30PM. He stated that the Police Department crime statistics were reviewed and the police department was asked to do a more global report of the statistics at next month s meeting. Commissioner Yamasaki stated that an Attrition report, a Housing Choice Voucher (HCV) report, and a Client Placement update were given. Public Comment None Item 10: Consent calendar Consent Calendar: 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 RENEW ANNUAL CONTRACT WITH EXTRATEAM, INC. FOR AN AMOUNT NOT TO EXCEED $44,445.90 TO PROVIDE SERVICES AND SUPPORT FOR THE CISCO NETWORK.] Presented by: Chief Procurement Officer, Solomon Gebala Public Comment None Motion: First: Commissioner Arnold Second: Commissioner Yamasaki Vote: Ayes: Commissioners Arnold, Yamasaki, Lindo, and Fong Nays: None Motion passed 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. Action Items 1. [RESOLUTION AUTHORIZING THE ACTING EXECUTIVE DIRECTOR TO SUBMIT TO THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT ( HUD ) THE AUTHORITY'S ANNUAL PLAN, FIVE- YEAR PLAN AND CAPITAL GRANT FUND AS MANDATED BY SECTION 511 OF THE QUALITY HOUSING AND WORK RESPONSIBILITY ACT OF 1998.] Presented by: Director, Government Affairs and Policy, Linda Martin-Mason Ms. Martin-Mason stated that at the last meeting in which the Annual Plan was discussed there were a few requests that she wanted to make sure were addressed. The first request was for the simplification of the language regarding the right to return. She stated that the staff recommendation was to maintain the current language and re-visit the language during the amendment process when the Rental Assistance Demonstration (RAD) chapter would be revisited. Ms. Martin-Mason stated that the next question raised was whether the Authority could include language that RAD was in transition and that there would be more opportunity for public comment. She stated that the recommendation from staff was to deny the request because the RAD chapter would be effective on October 1, 2014 upon HUD approval, and by adding the suggested language it could confuse the public into believing that the policy was not in effect. She stated that there would however, be more opportunities for additional public comment because of the amendments. Ms. Martin-Mason stated that another question that arose was whether the illegal sale or possession of drugs was included in the Admissions and Continued Occupancy Policy (ACOP) as a reason for denial of admission. She stated that the request was to add the language if it was not already included. Ms. Martin-Mason stated that there was no recommendation from staff to this request because the language already existed. She stated that the current language stated that drug related criminal activity included the illegal manufacture, sale, distribution, use or possession of a drug, which would cause a household to be denied admission to either of the Authority s program(s). Commissioner Lindo asked if there was any language in the ACOP regarding weapons. Ms. Martin-Mason stated that there was not. Commissioner Lindo recommended that it be included based on the current violence at the developments. Ms. Martin-Mason stated that language could be drafted and discussed during the amendment process. Ms. Martin-Mason stated the next question was whether five business days was sufficient for a tenant to move when a transfer was requested and granted. She stated that the request was to provide seven calendar days to allow for transfers to occur. Ms. Martin-Mason reported that staff s recommendation was to change the language from five business days to seven calendar days and the proposed change had been made in the Commission packet. She stated that next question was if participation and rehabilitation language remain in the ACOP in order to maintain tenant protections and be consistent with the Administrative Plan. She stated that the staff recommendation was to use the language which was red lined in the Commission packet.
Ms. Martin-Mason stated that a question arose as to whether the cost for the community room was a fee or deposit. She stated that the request was to use only one term throughout the document. Ms. Martin-Mason sated that the staff recommendation was to replace the word fee with security deposit based on substantial Rental Advisory Board commentary on the subject. She stated that the final proposed preference for Public Housing were on page 80 and the final proposed preferences for the Housing Choice Voucher Program were on page 134 of the Commission book. Ms. Martin-Mason clarified that the description of homeless families includes homeless seniors and homeless with disabilities. She stated that there had been no changes in the definition. Commissioner Arnold asked if the preferences on page 80 applied to both family site and senior/disabled sites. Ms. Navarro stated that the points applied to all Public Housing units. Commissioner Arnold asked why there was nothing in the preference points for disabled individuals. Ms. Navarro stated that per HUD s regulations the Authority could not base a preference on a particular class of individual of gender or age but on needs in the community. Commissioner Arnold asked for clarification on SRO s and if senior in SRO s would meet the criteria to be housed since families in SRO s are included under the homeless family preference. Ms. Martin-Mason stated that the reason that homeless families include a different definition is because in the 2012 ACOP the Authority received numerous public comments at the hearing, letters and a significant amount of advocate and residents who requested that homeless families in SRO s be added to the definition of homeless families. The Authority did not have the same request for the other criteria and that is why the Commission requested to add that to the definition. Commissioner Yamasaki asked how much flexibility the Authority had in determining what would be the published criteria for definition of homeless senior to include SRO s. Ms. Navarro stated that the Authority was about to do an amendment to the policy and is committed to looking at the request more closely. She stated that currently permanent supportive housing was listed as a preference and an SRO with services would qualify under this preference. Commissioner Arnold recommended that everyone familiarize themselves with the study of the SRO s in San Francisco by the Planning Unit of the Human Service Agency, prepared a couple of years ago. Commissioner Yamasaki asked for clarification on the implementation of new preferences and how that would impact individuals currently on the waiting list. Director of Client Placement, Nicole McCray- Dickerson reported that in the past the Housing Authority has notified individuals on the waiting list of changes. She stated that in an effort to be transparent to these applicants the Authority is planning on sending out a notification by October 1, 2014 as it relates to the preference changes in the ACOP and Administrative Plan. Ms. McCray-Dickerson stated that the Authority was also looking to open the Public Housing waiting list in the next several months and notified the applicants at one time to save money for the Authority on mailings. Public Comment Unknown Male; asked that the background checks be more thorough to allow for admission into the Public Housing
Beverly Saba; asked what the possibility was for people to move on the waiting list and expressed concerns that the homeless were pushing the seniors off of the waiting list John Kelly; spoke against the 2014 Annual Plan. He gave the Commission his recommendations and asked that it be a part of his public comment. Ms. Martin-Mason sated that on page 75, there was a mistake under absolute preferences that needed to be clarified for the record. Ms. Martin-Mason clarified that the only absolute preference under Public Housing is a Veteran/surviving spouse of a Veteran. Motion: First: Commissioner Arnold Second: Commissioner Yamasaki Vote: Ayes: Commissioners Arnold, Yamasaki, Lindo and Fong Nays: None Motion passed 2. [RESOLUTION AUTHORIZING AND APPROVING THE FIRST AMENDMENT TO THE EXCLUSIVE NEGOTIATING RIGHTS AGREEMENT FOR THE REVITALIZATION OF CA001000975 ALICE GRIFFITH WITH DOUBLE ROCK VENTURES, LLC.] Public Comment None Motion: First: Commissioner Arnold Second: Commissioner Yamasaki Vote: Ayes: Commissioners Arnold, Yamasaki, Lindo and Fong Nays: None 3. [RESOLUTION RATIFYING THE APPROVAL AND EXECUTION OF AN OPTION TO LEASE AGREEMENT BETWEEN THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO AND DOUBLE ROCK VENTURES, LLC CONCERNING CERTAIN GROUND LEASES FOR THE CONSTRUCTION AND DEVELOPMENT OF THE ALICE GRIFFITH REPLACEMENT HOUSING DEVELOPMENTS.] Presented by: Project Manager, Toni Autry Commissioner Fong asked that action items two and three be taken together and asked that staff be aware of the time as they moved through their presentations. Commissioner Arnold asked for staff to explain the change to the signatories on the option to lease agreement. Dianne Jackson-McLean, special counsel for the Authority, stated that the major change is that previously the Successor Agency of the former Redevelopment Agency, or the Office of Community Investment and Infrastructure (OCII) was a party to the initial agreement as presented to the
Development and Finance Committee. However, most of the obligations are between the Authority and the Developer. She stated that the primary reason for the option to lease agreement was to provide site control for their financing. She stated that one of the conditions is that the Authority did not own much of the land as it was still owned by OCII. Ms. Jackson-McLean stated that the document was reviewed by the OCII, and its staff decided that since it did not own the land at this point; they could not be a signatory to an option to lease agreement. She stated that it was also covered in the agreement that OCII had obligations to convey the land to the Authority and the Authority s option to lease was conditioned upon receiving the land before the option to lease could be exercised. Commissioner Arnold asked if in subsequent phases there would be parts of the development that would be Authority property. McCormack Baron Salazar Project Manager, Maricella Flores, stated that there would be pursuant to the ground leases. Commissioner Arnold asked what was happening since the Exclusive Negotiating Rights Agreement (ENRA) was in abeyance. Ms. Jackson- McLean stated that the Authority still had the right to continue the negotiations; however, the proposed amendment to the ENRA would preclude the Authority from working with negotiating with another party regarding the project. Public Comment None Motion: First: Commissioner Arnold Second: Commissioner Yamasaki Vote: Ayes: Commissioners Arnold, Yamasaki, Lindo, and Fong Nays: None Motion passed 4. [RESOLUTION APPROVING THE SAN FRANCISCO HOUSING AUTHORITY S FISCAL YEAR 2014 REVISED OPERATING BUDGET FOR THE FISCAL YEAR ENDING SEPTEMBER 30, 2014] Co-Presented by: Deputy Executive Director/Chief Operating Officer, Velma Navarro and Chief Strategic Planning and Budgeting Officer, Carl Gayden Commissioner Arnold stated that there was also a capital budget that was separate from what was being presented and the Commission would be reviewing the capital budget as part of the 2015 budget review process. He requested that staff separate line 252 in relation to the capital budget to have it separately identified. Ms. Navarro stated that staff would do so moving forward. Commissioner Arnold asked why line 338 regarding legal expenses showed a decrease in the Central Office Cost Center (COCC). Ms. Navarro stated the reason for the decrease in the COCC was because the Authority appropriately moved the $750,000 that was budgeted for settlements down to casualty losses for accounting purposes.
Commissioner Arnold asked how the Authority was covering the deficit in terms of the casualty losses. Ms. Navarro stated that the Authority had just completed its 2014 audit and as a result of the independent audit process there was a letter sent to the Authority s legal counsel to see if there were any subsequent events. She stated that the settlements were recorded as an expense for fiscal year 2013 and a liability on the 2014 books. Ms. Navarro stated that the true net income that the Authority would be presenting to the Department of Housing and Urban Development (HUD) would be a positive of $460,195 for the COCC. Commissioner Arnold commended staff for all of their hard work. Public Comment None Motion: First: Commissioner Arnold Second: Commissioner Yamasaki Vote: Ayes: Commissioners Arnold, Yamasaki, Lindo, and Fong Nays: None Motion passed Item 12: Commissioner s Comment and Report Vice President Fong asked that everyone keep Tessie Esther in their prayers and other colleagues that were experiencing health issues. Commissioner Yamasaki thanked the Development and Finance Committee for their help with reviewing the budget and items brought before the full Commission. Item 13: Adjournment Vice President Fong adjourned the meeting at 11:15AM
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