SFHA_Commission Book_102711-Final

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SAN FRANCISCO HOUSING AUTHORITY

Rev. Amos Brown, President

Mirian Saez, Vice President

Micah Allen, Commissioner

Dr. Veronica Hunnicutt, Commissioner

Ahsha Safai, Commissioner

Mathew Schwartz, Commissioner

Dorothy Smith, Commissioner

BOARD AGENDA

October 27, 2011

4:00 pm

Board of Commissioners Room

440 Turk Street

San Francisco Ca. 94102

(415) 715-3280

Henry A. Alvarez III

Executive Director

.The Mission of the S

“The Mission of the San Francisco Housing Authority is to deliver safe and decent

housing for low income households and integrate economic opportunity for

residents.”

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Table of Contents MEETING NOTICE ..................................................................................................................................... 3

PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA:LIMITED MINUTES .............................. 6

SECRETARY'S REPORT……...…………………………………………………………………………..7

TENANT REPRESENTATIVE REPORT ................................................................................................. 14

REGULAR BUSINESS AGENDA ............................................................................................................ 15

COMMISSIONER’S COMMENT ............................................................................................................. 34

CLOSED SESSION .................................................................................................................................... 51

ADJOURNMENT....................................................................................................................................... 52

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EDW I N M. L E E , MA Y O R

SA N F R A N C I S C O HO U S I N G AU T H O R I T Y RE V . AM O S C BR OW N , PR E S I D E N T


Mirian Saez, Vice President

Micah Allen, Commissioner

Dr. Veronica Hunnicutt, Commissioner Ahsha Safai, Commissioner

Matthew Schwartz, Commissioner


Henry A. Alvarez III, Executive Director

440 TURK STREET

SAN FRANCISCO, California 94102 www.sfha.org

MEETING NOTICE

Thursday, October 27, 2011·4:00 p.m.

1. The San Francisco Housing Authority holds its regular meetings at 440 Turk Street, San Francisco, California 94102.

2. Disability Access: 440 Turk Street is accessible to persons using wheelchairs and others with disabilities. Assistive listening devices

are available upon request. Agendas are available in large print. Materials in alternative formats and/or American Sign Language

interpreters will be made available upon request. Please make your request for alternative format or other accommodations to the Office of the Ombudsman and Communication (415) 715-3232 (V); (415) 715-3280 (“TTDY”) at least 72 hours prior to the meeting

to help ensure availability.

3. The closest accessible BART station is Civic Center, three blocks from City Hall. Accessible MUNI lines serving this location are:

#47 Van Ness, #49 Van Ness, #71 Haight/Noriega, #5 Fulton, #21 Hayes, 36 Parnassus, #7 Haight, the F Line to Market and Van

Ness and any line serving the Metro Stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call 415-673-6142. There is accessible parking across the street from City Hall at Civic Center Garage as well as

across the street from the Federal Building on Larkin.

4. Agenda, minutes and attachments are available at www.sfha.org as well as the San Francisco Housing Authority Administrative

Office located at 1815 Egbert Avenue, San Francisco, California 94124. If any materials related to an item on this agenda have been

distributed to the San Francisco Housing Authority Board of Commission after distribution of the agenda packet, those materials are available for public inspection during normal office hours at the San Francisco Housing Authority at 1815 Egbert Street San Francisco

CA 94124

5. In order to assist the San Francisco Housing Authority’s efforts to accommodate persons with severe allergies, environmental illness, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to

various chemical based products. Please help the San Francisco Housing Authority accommodate these individuals.

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. The presiding officer may remove from the meeting room anyone who is: disorderly or insolent toward any Commissioner(s); boisterous or violent; disobedient of any lawful order of the presiding officer.

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 legislation, which has not been considered by a committee, testimony is welcome during the Public Comment portion f the meeting. Testimony is not permitted when an opportunity has been given at a committee hearing for testimony

on an item. The public may address the Board for up to two minutes or four minutes for speakers who require an interpreter, or unless

otherwise approved by the Board of Commissioners. The President, or the Board, may limit the total testimony to 30 minutes. The Board may not take action on a new proposal, which is not on the agenda.

http://www.sfha.org/

http://www.sfha.org/

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AGENDA -------------------------------------------------------------------------------------------------------------------------------

ORDER OF BUSINESS

1. Call to order and roll call

The Board of Commissioners may hold a close meeting pursuant to California Government Code for

consultation concerning attorney-client matters, real estate, litigation, personnel and security matters. The

board reserves the right to enter into closed meeting at any time during the course of the meeting

2. Approval of agenda

3. Public comments on items not on the agenda: limited minutes

Note: This portion of the agenda is not intended for debate or discussion with the Commission or staff.

Please simply state your business or the matter you wish the Commission or staff to be aware of. It is not

appropriate for commissioners to engage in a debate or respond on issues not properly set in a publicly

noticed meeting agenda. If you have questions or would like to bring a matter to the Commissions’

attention, please contact the Executive Office of the San Francisco Housing Authority at [email protected].

4. Secretary’s Report

a. Report on actions related to public comment

b. NAHRO Correspondence, October 18, 2011

c. Complaint by Tenant Association Officer Tatiana Gievant received October 17, 2011

5. Tenant representative report:

a. City Wide Council - senior/disabled (“CCSD”)

b. Public Housing Tenants Association (“PHTA”)

6. Regular Business: Public comment will be taken after staff presentation on each agenda item. Speakers

are encouraged to complete a comment card. Speakers will be limited to two minutes or four minutes for

speakers who require an interpreter.

a. Consent Items

1) Minutes of a Regular Board meeting held on October 13, 2011

b. Action items

1) [Report-Results of Independent Audit for the Fiscal Year Ending 2010.]

Presented by: Brian Nemeroff, CPA, Berman Hopkins Wright & LaHam, CPAs

and Associates, LLP

Public Comment

mailto:[email protected]

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2) [Resolution Authorizing the Executive Director to enter into a Memorandum

of Understanding with the San Francisco Public Utilities Commission for

High Voltage Power Pole services for FY 2011/2012 through 2012/2013 in an

amount not to exceed $150,000.] Presented by: Barbara Smith, Administrator,

Development and Modernization Department

Public Comment

3) [Report: HUD Corrective Action Plans for the Housing Choice Voucher

Program.] Presented by: Pamela Palpallatoc and Nicole McCray, Management

Analyst and Acting director of the Housing Choice Voucher Program (Formerly

“Section 8”)

Public Comment

7. Commissioner’s comment

8. Closed session:

A possible closed session is scheduled in accordance with Government Code Section

54950, in sequence.

9. Adjournment

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PUBLIC COMMENTS ON

ITEMS NOT ON THE AGENDA: LIMITED MINUTES

Note: This portion of the agenda is not intended for debate or discussion with the

Commission or staff. Please simply state your business or the matter you wish the

Commission or staff to be aware of. It is not appropriate for commissioners to engage in

a debate or respond on issues not properly set in a publicly noticed meeting agenda. If

you have questions or would like to bring a matter to the Commissions’ attention, please

contact the Executive Office of the San Francisco Housing Authority at [email protected].

mailto:[email protected]

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SECRETARY’S REPORT

a. Report on actions related to public comment

b. NAHRO Correspondence, October 18, 2011

c. Complaint by Tenant Association Officer Tatiana Gievant

received October 17, 2011

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EDW I N M. L E E , MA Y O R

S A N F R A N C I S C O HO U S I N G AU T H O R I T Y RE V . AM O S C BR OW N , PR E S I D E N T


Date: Friday, October 21, 2011

To: Board of Commissioners

From: Henry A. Alvarez III, Executive Director

Re: Responses to Public Comment at Commission Meeting on October 13, 2011*

Commenter Phillip Mason stated that his apartment located at the Great Highway is in need of

better maintenance.

Staff Response:

Staff has fixed Mr. Mason’s heater and provided him with a live-in aid application as he

requested.

Commenters Dominique Hyde and Sandra Telfor commented separately that their apartment at

Westside Courts has quite a bit of mold and mildew and that she thinks this has caused asthma

and bronchitis symptoms.

Staff Response:

Staff removed the mold from Ms. Hyde’s and Telfor’s unit and also repaired their cabinets

and leaking faucet. As of October 20, 2011, staff is also removing sheet rock and painting

the unit.

Commenter Mr. Jones, member of the Plumbers’ Union Local 38 requested that no more jobs be

eliminated.

Staff Response:

Whether the Authority will need to make any further adjustments to its budget will be

determined by funding the agency receives from the federal government.

Commenter Fala Satele, indicated she is a resident of Alice Griffith and she expressed concern if

there are to be any more lay offs that the maintenance standards will be threatened even more so

than they are currently.

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Commenter Ken Banford, Electrician Foreman at the SFHA, emphasized the need for

maintenance personnel.

Staff Response:

Management recognizes that its remaining staff will have to continue to provide service at

the level that our tenants expect. Although our reduction in funding will diminish our

ability to perform maintenance as quickly, management will continue to work with staff to

ensure our service is performed in a timely and efficient manner.

Commenter Leslie Clark, plumber for at the SFHA stated that in order to improve he needs to

have the right tools to do his job. In particular, he needs a more reliable truck.

Staff Response:

Staff has provided a fully functional vehicle to Mr. Clark, while his permanent vehicle is

being repaired. The San Francisco Housing Authority continues to replace its vehicle fleet

as funding resources become available.

Michael Estrada, a steamfitter for SFHA, expressed concern regarding safety of the swing doors

in boiler room pits, and that the agency should employ more than two steamfitters.

Staff Response:

Staff believes the steamfitter staffing is appropriate. Employee concerns should be

brought to their immediate supervisor, so that they can be addressed appropriately. For

craft employees, they may also report their concerns to their respective foreman.

Commenter Bernadette Hawkins, Resident of Westside Courts stated that repairs are needed in

her unit and furthermore, she encouraged Mr. Alvarez to visit Westside Courts.

Staff Response:

Staff of the Authority initially contacted Ms. Hawkins on Friday, October 14, 2011 and met

with her and inspected her unit. During the week of October 17th

staff replaced repaired

fixtures (tub and surrounding wall) and painted the apartment unit.

Commenter Martin Allen, a Carpenter for the SFHA indicated that there is a dramatic need for

additional personnel to conduct maintenance tasks.

Staff Response:

Management recognizes that its remaining staff will have to continue to provide service at

the level which our tenants expect. Although our reduction in funding will diminish our

ability to perform maintenance as quickly, management will continue to work with staff to

ensure our service is performed in a timely and efficient manner.

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Commenter Frank Kellum, Resident of Alemany Courts, stated that he had concerns about the

security at Alemany Housing Development.

Staff Response:

Staff will contact Mr. Kellum who is a staff member of the Authority’s Concierge Program

to discuss both his security and safety concerns.

Commenter Elizabeth Jones, Resident of Westside Courts emphasized the need for more

children’s programs at the Housing Development.

Staff Response:

The Authority is actively pursuing grant opportunities to offset the loss of other sources of

funding for summer recreational programming for public housing youth. Staff will update

Ms. Jones and the public on the ongoing efforts to write grant proposals for this purpose.

*Please note: The October 13, 2011 meeting was not recorded, the details of this report are

based on the best recollection(s) of staff and if you note a discrepancy please notify a member of

the SFHA staff.

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October 18, 2011

Mr. Henry Alvarez III, SPHM Executive Director San Francisco Housing Authority 1815 Egbert Avenue San Francisco CA 94124-2519

Dear Mr. Alvarez:

Congratulations! Your Incoming Regional President has informed me that you have made a

commitment to serve on the National Professional Development Committee from Oct. 26,

2011 to Oct. 26, 2013. You were selected from among hundreds of volunteers because of

your knowledge, industry experience and participation at the regional level.

To formally accept this appointment, please visit Professional Development Committee, click

on new members’ information, complete and submit the documents listed below.

Leadership Acceptance Form. The committee’s chair and vice chair are elected by

members of the committee. This form asks if you are interested in serving in either

position. If so, you will have an opportunity to make a 15-minute presentation at the

committee’s organizational meeting in St. Louis on Saturday, Oct. 22, 4 to 5:15

p.m. The election will take place on Sunday, Oct. 23 at 9:45 a.m. Please see

“responsibilities of committee chair” online at the Webpage noted above.

Member Profile. Introduce yourself to your colleagues by posting your profile online.

Schedule of Meetings. Note the schedule of meetings for St. Louis includes an

“Orientation for Incoming Leadership” on Saturday, Oct. 22 at 9 a.m. In addition to

learning more about your role, you will hear about the association’s strategic

framework, major products, services, programs, and initiatives that are available to

you as a member, and get answers to your questions. I encourage your attendance.

In preparation for the organizational meeting, please read carefully the documents below,

also on the new members’ information page.

http://www.nahro.org/content/nahro-professional-development-committee

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Draft transition Report of the 2009-2011 committee

General responsibilities of committee members

Procedures for electing committee chair/vice chair

Leadership Pledge (you will be asked to execute the Pledge in St. Louis)

Code of Professional Conduct

The Guide to NAHRO

A committee requires consistent, active participation from all of its members, in order to be

productive. Each committee member helps to broaden the base of discussion and solutions;

therefore, members are expected to fully participate in committee activities by attending

meetings and conducting business by telephone and written communications. The NAHRO

Constitution stipulates that if a member fails to attend three committee meetings, his/her

position shall automatically become vacant. There are no excused absences.

To be effective, a committee member needs to represent his/her region in discussions and

thinking at the national level and to maintain regular and timely communication between the

national committee’s work and the work being done at the Region. In accepting this

appointment, I ask that you commit to being an active member in your region.

Lastly, we remind you that all committee members must be associates of a current NAHRO

agency member or be an Allied Individual member. Membership applications are online at:

http://www.nahro.org/nahro-individual-membership.

Again, congratulations on your appointment and thank you for your commitment to serve

NAHRO and the industry. I look forward to working with you—together we can activate and

elevate NAHRO. NAHRO is great. Let’s be amazing!

Sincerely,

Betsey Martens Incoming President

http://www.nahro.org/nahro-individual-membership

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TENANT REPRESENTATIVE REPORT:

a. City Wide Council - Senior/Disabled (“CCSD”)

b. Public Housing Tenants Association (“PHTA”)

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REGULAR BUSINESS AGENDA: Public comment will be taken after staff presentation on each agenda item. Speakers are encouraged to

complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who

require an interpreter.

a. Consent Items

1) Minutes of a Regular Board meeting held on October 13, 2011

b. Action items

1) [Report-Results of Independent Audit for the Fiscal Year Ending 2010.]

Presented by: Brian Nemeroff, CPA, Berman Hopkins Wright & LaHam, CPAs

and Associates, LLP

Public Comment

2) [Resolution Authorizing the Executive Director to enter into a Memorandum



amount not to exceed $150,000.] Presented by: Barbara Smith, Administrator,

Development and Modernization Department

Public Comment

3) [Report: HUD Corrective Action Plans for the Housing Choice Voucher

Program.] Presented by: Pamela Palpallatoc and Nicole McCray, Management

Analyst and Acting director of the Housing Choice Voucher Program (Formerly

“Section 8”)

Public Comment

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MINUTES1


BOARD OF COMMISSIONERS MEETING

OCTOBER 13, 2011

SCHEDULED: 4:00 p.m. at 440 Turk Street, San Francisco, CA 94102

COMMISSIONERS PRESENT: COMMISSIONERS ABSENT:

Mirian Saez, Vice Chair Rev. Amos C. Brown, Chair

Dr. Veronica Hunnicutt, Commissioner Matthew Schwartz, Commissioner

Ahsha Safai, Commissioner Micah Allen, Commissioner


Item 1: Meeting called to order

Vice Chair, Saez called meeting to order at 4:05pm

Item 2: Approval of Agenda

Executive Director, Alvarez requests that item #3 re Security Firms be pulled to a future

date.

Motion: Commissioner Saez moved to approve agenda without item #3.

Commissioner Safai seconded motion

Vote: All approved

Item 3: Public Comments on items not on the agenda

None

Item 4: Secretary’s Report

A. Report on actions related to public comment

B. Community Resource Fair, October 27, 2011

C. Recognition of Monica Baptista, Senior Project Manager, U.S. Dept. of HUD,

Region 9, San Francisco Multifamily Hub

Vice President Saez thanked Ms. Baptista for her assistance and contributions to the San Francisco

Housing Authority. Henry Alvarez III, Secretary, thanked Ms. Baptista for her contributions to

improving both of the Authority’s Conventional Public Housing Program and the Housing Choice

Voucher Program (formerly “Section 8”). Mr. Alvarez acknowledged, and thanked Ms. Baptista and her

colleagues, Mr. Stephen Schneller, Mr. Gerard Wendt, and Ms. Martha Ruiz. The Vice President Saez,

and Secretary Alvarez presented Ms. Baptista with a plaque commemorating her contributions to the

SFHA. Photos were taken.

1 Due to a technical error of the audio recording device, an audio transcript of the meeting is not available.

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Item 5: Tenant Representative Report

1. Public Housing Tenant Association (PHTA)

Ms. Joyce Armstrong, President and identified the following newly elected officers,

Fred Kellom-Vice President, Neola Gans-Treasurer, Uzuri Pease-Secretary, and

Lavelle Shaw-Sergeant at Arms. She announced that Holly Courts and Valencia

Gardens have opted out of being part of the PHTA. She also reported that the

Potrero Resident Council has requested to rejoin the PHTA and the PHTA has

approved their reinstatement. The PHTA announced that they no longer recognize

the Hunters View Resident Council. Finally, PHTA announced that Ms. Elizabeth

Jones received an award at the recent National Alliance of Resident Services in

Affordable and Assisted Housing (NARSA)) conference for the summer youth

program at Westside Courts.

2. Citywide Council Senior Disabled (CCSD)

Dorothy Raimey, President announced that elections are on-going. Ms. Raimey also

reported that the front door of 990 Pacific her buiding is broken and needs repair.

Further, Ms. Raimey stated that the garbage shoot is backing up and has not seen the

janitor for one week.

Item 6: Regular Business

A. Consent Items

o Minutes of regular Board meeting held on September 22, 2011

Commissioner Saez requested a change on page 22 of the Commission

Book. She indicated the minutes should reflect that she called for a

motion to approve the item before the Board. The mimutes were

amended to reflect her comments.

Commissioner Smith reported that she did not motion to postpone the

utility allowance schedule as stated on page 18 in the Commission Book.

The Commissioners agreed that the Motion was made by Commissioner

Safai and the minutes were amended to reflect her comments.

Motion: Commissioner Saez moved to accept minutes of September 22, 2011

Commissioner Hunnicutt seconded the motion

Vote: All approved

B. Action Items

1) [San Francisco Housing Authority 2012FY Proposed Utility

Allowance.] Presented by Anthony Ihejeto, Director,

Conventional Public Housing Program.

Public Comment: None.

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Motion: Veronica Hunnicutt

Second: Ahsha Safai

Vote: All approved

2) [Effect of Federal Budget Cuts on the San Francisco Housing

Authority’s Operations for FY 2012.] Presented by: Roger

Crawford, Special assistant to the Executive Director, Executive

Office.

Public Comment: Mr. Jones, an Employee Plumber, requested that no more jobs be cut.

Commissioner Saez requested an explanation for the public of the

difference between COCC and Force Account. Barbara Smith,

Administrator, Department of Modernization, responded that HUD

requires that prevailing wages be paid. The general maintenance wage is

paid in Public Housing Maintenance (COCC) and the construction

prevailing wage is paid to those workers performing construction or rehab

work (Force Account).

Ms. Fatela, ResidentAlice Griffith, expressed concern over further layoffs

because of the need for general maintenance repair.

Ken Banford, Employee, Electrician Foreman, stressed the need for more

maintenance personnel.

Sandra Tellford, Resident Westside Courts, repairs are needed to her unit

Leslie Clark, Employee, Plumber, stated that in order to improve, he needs

the right tools. Specifically, Mr. Clark stated that he needed a reliable

truck.

Mike Estrada, Employee, Steam Fitter, stated that Force Account is no

better than COCC. Mr. Estrada expressed safety concerns for himself and

the other Steam Fitter because they work alone and could get locked into

boiler rooms.

Martin Allen, Employee, Carpenter, stressed the need for more

maintenance personnel

Frank Kellom, Resident, Alemany, commented on security concerns.

Elizabeth Jones, Resident, Westside Courts, stressed the need for more

childrens programs

Bernadette Hawkins, Resident, Westside Courts, stated repairs are needed

to her unit. Ms. Hawkins also requested Mr. Alvarez visit Westside

Courts.

Motion: Vice President, Mirian Saez

Second: Dr. Veronica Hunnicutt

Vote: All Approved

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3) [Resolution Authorizing the Executive Director to Enter into

Contracts with Security Firms to provide armed, unarmed,

fixed post and roving security at Housing Authority family and

senior properties in an amount not to exceed one million

dollars per year for two years.] Presented by: James Ferry,

Security Coordinator, Office of the General Counsel

This item pulled at Secretary’s request to a future meeting date to

be determined.

4) [Resolution Authorizing the Executive Director to Execute a

Contract with Housing Authority Property Insurance (HAPI)

for Property Insurance in an amount not to exceed $715, 756

for Fiscal Year 2011-2012.] Presented by: Tim Larsen, General

Counsel

Public Comment: None

Motion: Vice President Mirian Saez


Vote: All Approved

5) [Resolution Authorizing the Executive Director to Execute a

Contract with the Housing Authority Risk Retention Group

(HARRG) for Liability Insurance in an amount not to exceed

$1,006,027.00 for Fiscal Year 2011-2012.] Presented by: Tim

Larsen, General Counsel, Office of General Counsel

Public Comment: None

Motion: Commissioner Ahsha Safai


Vote: All Approved

Item 7: Commissioner’s comment

Mirian Saez requested an excused absence for the next commission meeting

Item 8: Closed Session

None

Item 9: Adjournment by consensus at: 5:40pm

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AGENDA

SAN FRANCISCO HOUSING AUTHORITY BOARD OF

COMMISSIONERS

Agenda Category: Report – Executive Office

Agenda Title: Results of Independent Audit for the Fiscal Year Ending 2010

Presented By: Presented by: Virgilio Chua – Accounting Manager

OVERVIEW:

Berman Hopkins has issued an “unqualified” audit opinion regarding the financial matter of the Authority

for Fiscal Year 2010. The Audit response includes two letters (attached) with findings and

recommendations for corrective action according to Government Auditing Standards and OMB Circular

A-133 (commonly referred to as the A-133 letter). Also included is a Management Letter with

recommendations for improvements that staff have already begun to address. Many of these

recommendations are covered in the HUD Corrective Action Plans (CAP) currently being completed.

SUMMARY:

Berman Hopkins Wright & Latham, CPA’s and Associates have concluded the Authority’s Fiscal Year

2010 audit. The audit report covers the period of October 1, 2009 through September 30, 2010. The

Audit has also been submitted and accepted by the Department of Housing and Urban Development

(HUD). The auditor is required to present the unfiltered audit results to the Board independent of the

Authority’s staff.

Attachments: I. Audit Report

A copy of any attached documents are available at the clerk’s desk.

DEPARTMENTS REQUESTED ACTION:

None Requested.

EXECUTIVE DIRECTOR’S RECOMMENDATION:

None Requested.

Agenda Item No. _____

Date: __________

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Attachment I

The Audit Report is included as a separate booklet.

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AGENDA

SAN FRANCISCO HOUSING AUTHORITY BOARD OF

COMMISSIONERS

Agenda Category: Action- Housing Development & Modernization Department_____________

Agenda Title: Resolution Authorizing the Executive Director to enter into a Memorandum



amount not to exceed $150,000

Presented By: James Mark, Senior Project Manager, Housing Development & Modernization

Department

SUMMARY:

The attached resolution authorizes the Executive Director to enter into a Memorandum of Understanding

(“MOU”) between the Authority and the San Francisco Public Utilities Commission (“SFPUC”) in the

amount of $150,000. (Supporting Document is attached as Attachment II.)

BACKGROUND

This MOU replaces an existing MOU for last fiscal year to continue providing improvements on high

voltage lines owned and operated by the San Francisco Housing Authority (Authority).

[Continued on Page 2]

Attachments: I. MOU

II. Resolution



Staff recommends adoption of this Resolution.


The Executive Director recommends adoption of this Resolution.


Date: __________

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SFPUC Memorandum of Understanding

October 27, 2011

Page 2

SERVICES THAT WILL BE PROVIDED

This new MOU with SFPUC will provide high voltage services for (1) Potrero Annex, (2) Potrero

Terrace, (3) Sunnydale, (4) Alice Griffith and (5) Alemany Housing Developments.

Power poles and high voltage wiring require periodic inspections and improvements. PG&E provides the

primary electrical distribution service under contract with SFPUC up to and including a Master Meter

located at each housing unit.

SFPUC has capacity to assess high voltage needs, correct potential problems, and provide ongoing

maintenance and emergency services. This new MOU will replace an existing MOU with SFPUC to

continue providing Condition Assessments, Operation and Maintenance (O&M) manuals, and expert

emergency services to existing secondary electrical distribution systems owned and operated by the

Authority at the five housing developments.

ANALYSIS

The procurement process for the action covered by this Resolution meets the procurement standards of 24

CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 1, “Procurement Handbook for Public Housing

Agencies and Indian Housing Authorities”, the San Francisco Housing Authority Procurement Policy

Manual, and the State of California and local laws. Under HUD Handbook No. 7460.8 REV 2, Chapter

14 Cooperative Business Relationships, HUD allows Public Housing Agencies to enter into

intergovernmental and interagency purchasing agreements when greater economy, better efficiency and

savings result for the Authority.

The combined efforts of SFPUC, Property Management and Force Account are expected to improve the

electrical power services at the five targeted family developments. Assistance from SFPUC will also

enable Property Management to have access to immediate expert high voltage repairs including

immediate improved part replacements on emergency work orders.

Use of this MOU will simplify and expedite the process of improving and balancing the electrical power

distribution, thereby creating a more stable system to prevent power outages and blackouts.

Costs were analyzed by an independent electrical consultant firm and SFPUC costs were found to be fair

and reasonable. SFPUC has also agreed to hire residents and have MBE/WBE participation to comply

with Authority’s Resolution No. 4967 dated 2/22/01.

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Attachment I

Resolution

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RESOLUTION NO. ____________________

ADOPTED____________________________

RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO A

MEMORANDUM OF UNDERSTANDING WITH THE SAN FRANCISCO PUBLIC UTILITIES

COMMISSION TO PROVIDE CONDITION ASSESSMENTS, OPERATIONAL AND

MAINTENANCE SERVICES, AND EMERGENCY SERVICES FOR POTRERO ANNEX,

POTRERO TERRACE, SUNNYDALE, ALICE GRIFFITH AND ALEMANY HOUSING

DEVELOPMENTS DURING FISCAL YEARS 2011/12 AND 2012/13 IN AN AMOUNT NOT TO

EXCEED $150,000

WHEREAS, the San Francisco Housing Authority (“Authority”) needs to have Condition Assessments

made, and needs to secure Operation and Maintenance (“O&M”) manuals, and Emergency Services

contract to service existing secondary electrical distribution systems within Potrero Annex, Potrero

Terrace, Sunnydale, Alice Griffith and Alemany Housing Developments; and

WHEREAS, the City and County of San Francisco’s Public Utilities Commission (“SFPUC") has craft

workers with the skills needed to perform this work; and

WHEREAS, entering into an agreement with SFPUC will greatly simplify and expedite the process of

rehabilitating, balancing the electrical power distribution, and will create a more stable system to prevent

power outages and blackouts

WHEREAS, entering into an agreement with SFPUC will reduce outstanding work orders; and

WHEREAS, funding is available within the FY 2011 Capital Fund Program budget; and

WHEREAS, the procurement process for this contract meets the procurement standards of 24 CFR 85.36

“Procurement”, HUD Handbook 7460.8 REV 2 “Procurement Handbook for Public Housing Agencies

and Indian Housing Authorities”, the San Francisco Housing Authority Procurement Policy Manual and

the State of California and local laws; and

WHEREAS, SFPUC will meet the Resident Hiring requirements.

NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE HOUSING

AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT:

1. The Executive Director is authorized to enter into a Memorandum of Understanding with the City and

County of San Francisco Public Utilities Commission to provide Condition Assessment, Operation

and Maintenance Services, and Emergency Services for Potrero Annex, Potrero Terrace, Sunnydale,

Alice Griffith and Alemany Housing Developments during Fiscal Years 2011/12 and 2012/13 in an

amount not to exceed $150,000.

2. Effective Date. This Resolution shall take effect immediately.

APPROVED AS TO FORM AND LEGALITY: REVIEWED BY:

_________________________________

Tim Larsen, Acting General Counsel Rev. Amos Brown, President

Date:_____________________________ Date:

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Attachment II

Memorandum of Understanding

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MEMORANDUM OF UNDERSTANDING

BETWEEN THE SAN FRANCISCO HOUSING AUTHORITY

AND

THE SAN FRANCISCO PUBLIC UTILITIES COMMISSION,

UTILITY SERVICES (SFPUC) FOR

FISCAL YEARS 2011/12 and 2012/13

This Memorandum Of Understanding (“MOU”) is effective as of November 1, 2011 by and

between the Executive Director of the San Francisco Housing Authority (“Authority”) and the General

Manager of the San Francisco Public Utilities Commission (“SFPUC”) and outlines the parameters under

which the parties will cooperate to provide the services listed below during Fiscal Years 2011/12 and

2012/13. This MOU is for the period of November 1, 2011 to November 1, 2013. It authorizes the

General Manager of the SFPUC to execute on behalf of the City and County of San Francisco an MOU

with the Authority for an amount to be paid to the SFPUC not to exceed $150,000 during Fiscal Years

2011/2012 and 2012/2013 to provide Condition Assessment, Operation and Maintenance Services, and

Emergency Services for Potrero Annex, Potrero Terrace, Sunnydale, Alice Griffith and Alemany Family

Developments.

This MOU will provide the Authority with necessary Condition Assessment and Operation and

Maintenance (O&M) and Emergency Services for Authority-owned secondary electrical distribution

systems within five Authority units referred to as Potrero Annex, Potrero Terrace, Sunnydale, Alice

Griffith, and Alemany Housing Developments.

SERVICES TO BE PROVIDED BY THE SFPUC:

The following Condition Assessment, O&M, and Emergency Services tasks shall be performed:

1. Condition Assessment

The SFPUC will perform a Condition Assessment. In advance of the Condition Assessment, the

Authority will have placed on all poles a unique pole identification (ID) and will provide single-

lined CAD drawings of each housing unit. The CAD drawings will identify each secondary pole,

its service location and ID, each street light pole location and ID, and master meter location. As

part of the SFPUC provided condition assessment, the SFPUC will red-line the single line

drawings with additional pole information, including transformer information, signage, and other

equipment. It will be the Authority’s responsibility to update their single-lined CAD drawings

with information gathered during the condition assessment.

The Condition Assessment will include the following work:

a. Inspect and check each overhead secondary distribution pole and other equipment for shell

rot, interior rot, identifying numbers, grounding, intact moldings, torn or broken reflectors,

and excessive debris;

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b. Inspect each pole arm and identify burned, rotted, loose, twisted and bonded areas; check for

correct size, proper identification signage, proper clearance and height from the ground, and

other phases;

c. Inspect each pole’s insulators, cut outs, dead ends and wire; and identify broken or burned

areas, the correct size and type, and whether each is properly mounted;

d. Inspect guy wires and determine whether properly installed, if loose, whether bobs are clean

and free of defects, and if guy indicators are installed properly;

e. Inspect anchors and determine if proper distances are met for support, if they are of proper

size, and installed correctly;

f. Determine whether trees need to be trimmed or removed to clear lines and poles.

g. Inspect pole-mounted transformers to verify name plate data, determine if rusty or leaking, if

tested for PCBs, if connections are corroded, and, using an infra-red device, determine if they

are tight;

h. Inspect secondary spans and determine whether any are worn or broken, whether grips are in

good shape, insulators properly installed and in acceptable condition, if there is proper sag,

and correct sizing, if connections are properly installed and taped correctly;

i. Inspect house connections and verify whether properly mounted to structure and at correct

height, correctly installed, whether proper connectors are used and taped, and if proper height

is maintained above roof line, away from openings, and above traffic areas;

j. Inspect street lights to verify current condition of pole, visible wiring, adequate support, and

overall condition;

k. Contract with a third-party to conduct infrared testing of the power poles, transformers and

connections to each unit. The SFPUC estimates the cost of the Infrared Analysis work to be

$32,370; and,

l. Prepare a report detailing the findings of the Condition Assessment. The report will identify

serious concerns such as fire hazards, rotted wood poles, damaged cross arms, and other

failure concerns, provide a recommended schedule of needed repairs ranked by priority, and

estimate repair costs.

2. Planned Operation and Maintenance (O&M) Services

In consultation with the Authority, the SFPUC will determine a schedule for planned O&M

Services based on highest ranked safety concerns and availability of crew. The SFPUC will enter

Authority-owned “assets” in the SFPUC’s Maximo maintenance management system. Work

Orders will be approved in advance by Authority personnel for planned, non-emergency,

maintenance work prior to the work being performed. The SFPUC will provide the Authority’s

Project Manager and designated Property Managers scheduling information for all planned

maintenance activities in advance of the work.

The SFPUC retains the right to employ outside vendors or laboratories to perform portions of the

work. Examples of such services may include, but not be limited to, testing transformers for

PCBs or corrosive oil.

3. Emergency Services

The SFPUC will respond to emergency calls within a 4-hour window, 24 hours a day, seven days

a week (“24/7”). A response is defined as having a High Voltage Line Worker at the site to begin

trouble-shooting the problem. Repairs will be made as soon as possible depending on the

availability of staff, equipment, weather conditions, and available materials and supplies. The

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SFPUC will provide the Authority with an estimated schedule for repairs as soon as known so

that the Authority can inform and alert tenants.

During emergency work, the Authority shall designate and have immediately available on a 24/7

basis an agent/representative with the Authority to contact PG&E for de-energizing circuits, and

to make repair and budgetary decisions. The Authority will provide 24/7 contact information for

its representative and will alert the SFPUC when a change in the representative has occurred.

Each month the SFPUC will provide the Authority’s designated representative with a list of its

standby personnel and their 24/7 contact information. The Authority’s designated representative

will be responsible for verifying the need to respond on an emergency basis (within a 4-hour

window) and that the work is governed by the MOU prior to contacting the SFPUC’s emergency

standby personnel. Both the SFPUC and Authority agree to never divulge personnel contact

information to others.

BILLING PROCEDURES:

All billing under this MOU shall be provided in accordance with Interdepartmental Billing Procedures

and shall include itemized documentation verifying actual costs of direct services performed.

No payments will be made without a signed MOU and documentation verifying the

actual cost of direct services.

SFPUC will submit signed invoices to Authority Project Manager itemizing the services

performed in a form acceptable to Authority. Payments to SFPUC will normally be made

within 30 days upon receipt of invoice and verification by Authority of services rendered

and expenses incurred. Authority may withhold payment to SFPUC pending resolution

of, in an amount equal to questioned, disputed or disapproved amounts, for work not

completed or delivered by the terms of this MOU.

For invoices that are billed on an hourly basis, the following provisions will be applicable

in the formatting of invoices provided to the Authority. Invoices will include: date work

was performed, number of hours worked or fraction thereof, activity of task performed,

name of location/site where work was performed and signature.

All invoices to include original signed certified payrolls and required documentation.

Invoices are to be transmitted to:

San Francisco Housing Authority

1815 Egbert Avenue

San Francisco, CA 94124

Attention: Finance Department

Actual payments made to SFPUC will be based on monthly invoices supplied by SFPUC

for Authority review and approval.

Final yearly maintenance costs may vary from the budgeted amount depending on

maintenance and emergency repair required throughout the term of this MOU, but shall

not exceed $150,000. A written amendment to this MOU, signed by the Authority and

SFPUC, shall be required to exceed the $150,000 budget.

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SFPUC ASSIGNED CLASSIFICATIONS TO THE AUTHORITY AND ASSOCIATED DIRECT

SERVICES HOURLY RATES:

CLASS CLASS HOURLY OVERTIME HOURLY

NUMBER TITLE RATE RATE

0933 Manager V $98.91 $133.99

7329 Electronic Mntnc. Tech, Asst. Sup. $74.13 $100.42

7229 Transmission Line Supervisor $71.67 $97.09

7350 High Voltage Line Worker $68.26 $92.47

7338 Journeyman Line Worker $59.85 $81.08

7432 Electrical Helper $50.94 $69.00

7318 Instrument Technician $68.53 $92.83

7345 Electrician $61.92 $83.87

7514 Laborer $40.20 $54.46

5241 Engineer $86.05 $116.56

Note: The actual hourly billing rate may vary slightly due to assigned staffing changes, step adjustments, actual

fringe rates and various provisions set forth in labor agreements. Current Davis Bacon Wages are applicable to this

contract.

DOCUMENTATION REQUIRED FOR VERIFYING ACTUAL COSTS OF DIRECT

SERVICES:

Personnel Costs

a.) Hourly rate = salary + mandatory fringe benefits. The billing rate should reflect the

actual pay rate of employees, not a budgeted rate.

b.) Hours worked on Authority tasks.

c.) Classification number and title of position.

d.) Identify tasks.

e.) Reporting location of staff.

Non-Labor and Third-Party Costs: Documentation (e.g. copies of invoices, receipts of

any associated non-labor costs, court filing fees relating to Authority matters, building

permits, parts or equipment being purchased, rented, or installed, materials, etc.) will be

submitted by SFPUC with each monthly billing.

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EQUIPMENT AND FUEL CHARGES:

When SFPUC services require the use of boom and/or line trucks, Authority will be charged $250 per day

with a four (4) hour minimum per truck. SFPUC will charge Authority for fuel at $50 per day per truck.

BILLING DISPUTES: If the SFPUC has a billing dispute with the Authority, it will attempt to resolve it

with the responsible Authority representative. If the parties are unable to reach agreement, the SFPUC’s

Assistant General Manager of Business Affairs will resolve the dispute with the Authority’s Finance

Director. If an agreement still cannot be reached, the SFPUC’s Assistant General Manager of Business

Affairs and the Authority Finance Director will meet with the Deputy City Controller to finally resolve

the matter.

RESIDENT HIRING:

The policy of Authority is to maximize resident hiring in all contract activity by making a good faith

effort to meet or exceed Authority’s public housing resident hiring goal of 25% of the total workforce

hours.

MBE/WBE GOOD FAITH EFFORT REQUIREMENTS:

The policy of Authority and the US Department of Housing and Urban Development is to take positive

steps to maximize the utilization of minority and women owned business enterprises (MBE/WBE) in all

contract activity by making as good faith effort to meet or exceed Authority goal of 20% aggregate

involvement of MBE/WBE firms in construction activity.

CERTIFIED PAYROLL REQUIREMENTS:

In compliance with HUD Capital Fund Program regulations, SFPUC shall submit weekly or bi-weekly

certified payrolls for any week(s) in which any contract work that is performed by laborers, electricians,

mechanics including the following information: name, address, social security last 4 digits, classification,

hourly rate paid (including rates of contributions or costs anticipated for fringe benefits), daily and weekly

number of hours worked, deductions made, and actual wages paid.

WARRANTY OF WORK:

SFPUC shall warrant the work performed under this MOU conforms to the contract requirements and is

free of any defect in equipment, material, or workmanship performed by SFPUC or subcontractor or

supplier at any tier for a period of not less than two years from the date of final acceptance of the work.

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CROSS INDEMNIFICATION:

(a) Indemnification of the SFPUC by the Authority.

Authority agrees to indemnify and hold SFPUC harmless from and against any and all liability

(including death), property damage, or any violation or alleged violation of any applicable law or

regulation to the extent caused by any negligent act, negligent omission or willful misconduct of

SFPUC or its employees, agents or permitted subcontractors in the performance of this Agreement.

The Authority shall indemnify and save harmless the SFPUC and its officers, agents and employees

from, and, if requested, shall defend them against any and all loss, cost, damage, injury, liability, and

claims thereof for injury to or death of a person, including employees of the Authority or loss of or

damage to property, arising directly or indirectly from the Authority's performance of this MOU,

regardless of the negligence of the SFPUC, and regardless of whether liability without fault is

imposed or sought to be imposed on the SFPUC, except to the extent that such indemnity is void or

otherwise unenforceable under applicable law in effect on or validly retroactive to the date of this

MOU, and except where such loss, damage, injury, liability or claim is the result of the active

negligence or willful misconduct of the SFPUC and is not contributed to by any act of, or by any

omission to perform some duty imposed by law or agreement on the Authority, its subcontractors or

either's agent or employee. The foregoing indemnity shall include, without limitation, reasonable fees

of attorneys, consultants and experts and related costs and the SFPUC's costs of investigating any

claims against the SFPUC. In addition to the Authority's obligation to indemnify the SFPUC, the

Authority specifically acknowledges and agrees that it has an immediate and independent obligation

to defend the SFPUC from any claim which actually or potentially falls within this indemnification

provision, even if the allegations are or may be groundless, false or fraudulent, which obligation

arises at the Time such claim is tendered to the Authority by the SFPUC and continues at all times

thereafter.

(b) Indemnification of the Authority by the SFPUC.

SFPUC agrees to indemnify and hold Authority harmless from and against any and all liability

(including death), property damage, or any violation or alleged violation of any applicable law or

regulation to the extent caused by any negligent act, negligent omission or willful misconduct of

SFPUC or its employees, agents or permitted subcontractors in the performance of this Agreement.

The SFPUC shall indemnify and save harmless the Authority and its officers, agents and employees

from, and, if requested, shall defend them against any and all loss, cost, damage, injury, liability, and

claims thereof for injury to or death of a person, including employees of the SFPUC or loss of or

damage to property, arising directly or indirectly from the SFPUC's performance of this MOU,

regardless of the negligence of the Authority, and regardless of whether liability without fault is

imposed or sought to be imposed on the Authority, except to the extent that such indemnity is void or

otherwise unenforceable under applicable law in effect on or validly retroactive to the date of this

MOU, and except where such loss, damage, injury, liability or claim is the result of the active

negligence or willful misconduct of the Authority and is not contributed to by any act of, or by any

omission to perform some duty imposed by law or agreement on the SFPUC, its subcontractors or

either's agent or employee. The foregoing indemnity shall include, without limitation, reasonable fees

of attorneys, consultants and experts and related costs and the Authority' s costs of investigating any

claims against the Authority. In addition to SFPUC's obligation to indemnify the Authority, the

SFPUC specifically acknowledges and agrees that it has an immediate and independent obligation to

defend the Authority from any claim which actually or potentially falls within this indemnification

provision, even if the allegations are or may be groundless, false or fraudulent, which obligation

arises at the time such claim is tendered to the SFPUC by the Authority and continues at all times

thereafter.

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LEGAL EFECT:

Except as expressly modified by amendment, all of the terms and conditions of this MOU shall

remain unchanged and in full force and effect. It is further agreed that SFPUC will charge the

Authority for direct services provided to the Authority at its standard rates. This shall include the

documented full cost of services including salaries, fringe benefits and other related direct costs.

This MOU has been entered into in triplicate on the date(s) below.

By:___________________________ _______________________

Henry A. Alvarez, III Date

Executive Director

San Francisco Housing Authority

By:___________________________ _______________________

Edward Harrington Date

General Manager

San Francisco Public Utilities Commission

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AGENDA

SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS

Agenda Category: Report - Housing Choice Voucher Department ( formerly Section 8)

Agenda Title: Monthly Update on Corrective Action Plans (CAPs)

Presented By: Pamela Palpallatoc, Management Analyst, HCV Department; Nicole McCray-

Dickerson, Acting Director, HCV Department

SUMMARY:

The Department of Housing and Urban Development (“HUD”) requires the Authority to enter and report

progress of its Corrective Action Plans. The CAPs indicate the required corrective actions to bring the

Authority’s HCV program into compliance with several HUD performance measuring tools. Specifically

the CAPs involve, the general operation of the Housing Choice Voucher Program, Section Eight

Management Assessment Program (“SEMAP”), Rental Integrity Monitoring and the Office of Inspector

General Housing Quality Standards Review. Highlights of the month of September 2011 activities are as

follows:

[Continued on Page 2]

Attachments:

I. Voucher Monthly Systems Report for September 2011;

II. HAP Utilization Report;

III. Master CAP Deadline Chart.



None Requested.


None Requested.


Date: __________

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CAP Report

October 27, 2011

Page 2

September 2011

The Public and Indian Housing Public Information Center (PIC) reporting rate for September

remains steady at 96%, representing a total of 5784 household recertifications. This reporting rate meets

the HUD required safe harbor reporting rate.

The total number of re-examinations due for the month of September was 248. The total number

of re-examinations completed in September was 617.

The number of inspections due for the month of September was 750. The total number of

inspections completed for the month of September was 1196.

The HCV program utilization (lease-up) in September was 97% by unit, and 103.0% by Housing

Assistance Payment (HAP) expenses. A total of $328,585 was spent on HAP expenses for the month of

September.

The VASH utilization in September was 65.7%.

Other Department Updates

Quality Control: The Nelrod Company returned for the fourth and final quarter of tenant file

reviews and completed the review on October 21, 2011.

On September 30, 2011, the HCV Department submitted the Tenant File Error Report updates to

HUD for the Rental Integrity Monitoring corrective action plan.

CAPs near conclusion: The Office of Inspector General CAP is nearly closed. The Authority

awaits HUDs response to its last compliance submissions. The Authority will submit its final reports for

the SEMAP and RIM CAPs in November 2011.

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Attachment I

Voucher Monthly Systems Report for September 2011

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Attachment II

HAP Utilization Report

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Attachment III

Master CAP Deadline Chart

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COMMISSIONER’S COMMENT

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CLOSED SESSION

A possible closed session is scheduled in accordance with Government Code

Section 54950, in sequence.

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ADJOURNMENT

Documents

SFHA_Commission Book_102711-Final