SFHA_Commission Book_102711-Final
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Transcript of 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
SAN FRANCISCO HOUSING AUTHORITY
Mirian Saez, Vice President
Micah Allen, Commissioner
Dr. Veronica Hunnicutt, Commissioner Ahsha Safai, Commissioner
Matthew Schwartz, Commissioner
Dorothy Smith, Commissioner
Henry A. Alvarez III, Executive Director
440 TURK STREET
SAN FRANCISCO, California 94102 www.sfha.org
MEETING NOTICE
Thursday, October 27, 2011·4:00 p.m.
1. The San Francisco Housing Authority holds its regular meetings at 440 Turk Street, San Francisco, California 94102.
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.
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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
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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].
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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
SAN FRANCISCO HOUSING AUTHORITY
Date: Friday, October 21, 2011
To: Board of Commissioners
From: Henry A. Alvarez III, Executive Director
Re: Responses to Public Comment at Commission Meeting on October 13, 2011*
Commenter Phillip Mason stated that his apartment located at the Great Highway is in need of
better maintenance.
Staff Response:
Staff has fixed Mr. Mason’s heater and provided him with a live-in aid application as he
requested.
Commenters Dominique Hyde and Sandra Telfor commented separately that their apartment at
Westside Courts has quite a bit of mold and mildew and that she thinks this has caused asthma
and bronchitis symptoms.
Staff Response:
Staff removed the mold from Ms. Hyde’s and Telfor’s unit and also repaired their cabinets
and leaking faucet. As of October 20, 2011, staff is also removing sheet rock and painting
the unit.
Commenter Mr. Jones, member of the Plumbers’ Union Local 38 requested that no more jobs be
eliminated.
Staff Response:
Whether the Authority will need to make any further adjustments to its budget will be
determined by funding the agency receives from the federal government.
Commenter Fala Satele, indicated she is a resident of Alice Griffith and she expressed concern if
there are to be any more lay offs that the maintenance standards will be threatened even more so
than they are currently.
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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.
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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
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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
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
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MINUTES1
SAN FRANCISCO HOUSING AUTHORITY
BOARD OF COMMISSIONERS MEETING
OCTOBER 13, 2011
SCHEDULED: 4:00 p.m. at 440 Turk Street, San Francisco, CA 94102
COMMISSIONERS PRESENT: COMMISSIONERS ABSENT:
Mirian Saez, Vice Chair Rev. Amos C. Brown, Chair
Dr. Veronica Hunnicutt, Commissioner Matthew Schwartz, Commissioner
Ahsha Safai, Commissioner Micah Allen, Commissioner
Dorothy Smith, 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
Second: Dr. Veronica Hunnicutt
Vote: All Approved
5) [Resolution Authorizing the Executive Director to Execute a
Contract with the Housing Authority Risk Retention Group
(HARRG) for Liability Insurance in an amount not to exceed
$1,006,027.00 for Fiscal Year 2011-2012.] Presented by: Tim
Larsen, General Counsel, Office of General Counsel
Public Comment: None
Motion: Commissioner Ahsha Safai
Second: Dr. Veronica Hunnicutt
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
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: James Mark, Senior Project Manager, Housing Development & Modernization
Department
SUMMARY:
The attached resolution authorizes the Executive Director to enter into a Memorandum of Understanding
(“MOU”) between the Authority and the San Francisco Public Utilities Commission (“SFPUC”) in the
amount of $150,000. (Supporting Document is attached as Attachment II.)
BACKGROUND
This MOU replaces an existing MOU for last fiscal year to continue providing improvements on high
voltage lines owned and operated by the San Francisco Housing Authority (Authority).
[Continued on Page 2]
Attachments: I. MOU
II. Resolution
A copy of any attached documents are available at the clerk’s desk.
DEPARTMENTS REQUESTED ACTION:
Staff recommends adoption of this Resolution.
EXECUTIVE DIRECTOR’S RECOMMENDATION:
The Executive Director recommends adoption of this Resolution.
Agenda Item No. _____
Date: __________
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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.
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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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
37
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Attachment II
HAP Utilization Report
39
40
41
Attachment III
Master CAP Deadline Chart
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44
45
46
47
48
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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