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HomeMy WebLinkAbout01.11.21 MinutesMINUTES OF THE REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH SAN FRANCISCO HELD ON JANUARY 11, 2021 The meeting was called to order by Chairperson D. Vong-Spillan at 6:04pm, followed by the Pledge of Allegiance. Present were as follows and a quorum was declared: Present: S. Pitocchi, D. Vong-Spillan, T. Powell, L. Mercado and L. De Paz Absent: None Previous Minutes: Motion made by Commissioner Pitocchi and seconded by Vice -Chair Mercado to adopt the minutes of 11-16-20, all Commissioners voted to approve. Motion passed unanimously Motion made by Commissioner Pitocchi and seconded by Vice -Chair Mercado to adopt the minutes of 11-24-20, all Commissioners voted to approve. Motion passed unanimously Motion made by Commissioner Pitocchi and seconded by Commissioner DePaz to adopt the minutes of December 2, 2020, Commissioner Powell lost connection so could not vote, Commissioners Vong-Spillan, Mercado, Pitocchi and DePaz voted yes, so Motion passed. After vote was taken Commissioner Powell regained internet connection. Motion made by Vice -Chair Mercado to adopt the minutes of December 14, 2020 and seconded by Commissioner Powell, all Commissioners voted to approve so motion passes unanimously. Public Comment: None Closed Session: Went into Closed Session at 6:15pm. No report out of closed session Board came out of closed session at 6:50pm Report from Executive Director: HUD Updates: SSFHA has completed all past due recertification for lease agreements , so SSFHA should be getting a high score on compliance. Reports are updated at the end of every month so the Executive Director will keep the Commissioners updated. Currently working on Lease Agreements. SSFHA will be sending out all new lease agreements and will provide Tenants with the option of calling vs coming in person due to the Covid-19 & Shelter in Place Restrictions. Commissioners gave great ideas on alternate methods of getting lease agreements signed without having to come into the office. High Performer Award: SSFHA was awarded the High Performer Award based on numbers used for 2019, per HUD they are not counting 2020 due to COVID-19 restrictions. HUD Extensions: HUD has issued extensions, so yearly audit will be due in June this year and yearly inspections can be done remotely. Automation: The Executive Director is gathering quotes from the few vendors that offer the software. HUD very excited about SSFHA's plan to automate and make reporting and operations timelier and more efficient. Commissioner Stipend: The city agreed to pay stipends for all meetings since there were special circumstances. The Executive Director made the case that the extra special meetings were necessary to continue serving the residents and make sure SSFHA remained operational. New Email Addresses: New email addresses will end with SSFHA.org. Vice -Chair Mercado asked that while SSFHA should wait to transition the main email address, that the Executive Director should look into setting up individual emails for Commissioners. Chair Vong-Spillan stated SSFHA needs to preserve its records and not have Housing Authority emails lost with personal emails. Suggested the Executive Director follow up with individual emails. The Executive Director also mentioned still working on getting website created, still need bias and photos from Commissioners. Unsigned Minutes/Resolutions: The Executive Director will be organizing the book of minutes and resolutions, as there were many unsigned minutes and resolutions in the file. Once they are ready will have Chair sign. Financials: Several viruses found in the computer used strictly for Accounting purposes by former clerical staff. The Executive Director was not able to access Quick Books for over a month. Access is now obtained and the Executive Director is still cleaning up files and catching up on past due accounts. The Executive Director is close to reconciling everything and running AP/AR reports. The Executive Director will be prepared to send the Commissioners financials for the month of November, December and now January. The Executive Director will not be presenting October's Financials for approval until the issues discussed are resolved or there is more clarity on what transpired in the month of late September early October. Vice -Chair Mercado asked that the Executive Director look at September as well because he believes the last report was done in August since the meeting in September was cancelled. Moving forward, the Executive Director will include the financials in all future reports to the board. Live scan: Application has been submitted late November and will await a response as to approval. Last the Executive Director heard from the State they are several months backlogged due to COVID- 19. CARES Act Grant: The Executive Director contacted the City about free internet access under the CARES Act will wait for their response. The Executive Director is also applying for a HUD grant for funding under the CARES Act. Meeting with the City: The Executive Director stated the City wants to meet and discuss putting together an MOU on how to best support, one another. All Commissioners expressed interest and Chair Vong-Spillan and Commissioner Pitocchi stated they would be available. Commissioner Pitochhi said any time after January 19th and preferably on Fridays. Vice -Chair Mercado said he is only available for night meetings, Commissioner De Paz also stated he was available and interested. Commissioner Powell also stated she was available, but Fridays are best. Commissioner Pitocchi stated he would like to ask the City to provide the Board with agreements and policies that already exist between the Housing Authority and the City, the Executive Director said she will ask the City for that information. Chair Vong-Spillan requested that the Executive Director ask the city for an Agenda and that maybe attend the meeting and just listen and hear from the City as to what they are presenting. The Executive Director was asked to get dates from the city to see which Commissioners would be available and that for the time being Chair Vong- Spillan and Commissioner Pittochi would attend, and Commissioner DePaz would serve as back up. Commissioner Comments: No Comments from Commissioners Meeting adjourned at 7:43pm Seal Chairperson Attest Secretary