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HomeMy WebLinkAbout07.12.21 MinutesMINUTES OF THE REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH SAN FRANCISCO HELD ON JULY 12, 2021 The meeting was called to order by Chair L. Mercado at 6:01pm, followed by the Pledge of Allegiance. Present were as follows and a quorum was declared: PRESENT: Commissioners S. Pitocchi, L. Mercado, T. Powell and M. Rashid ABSENT: Tenant Commissioner L. Trujillo and Commissioner D. Vong-Spillan PUBLIC COMMENTS: Councilmember Eddie Flores was in attendance, wanted to drop by and say hello. NEW BUSINESS: Auditor Report— Financial Audit for Fiscal Year 3-31-2020, Kim Dolan from Harn & Dolan presented the 3-31-2020 Audit Report: K. Dolan noted that our minutes should reflect the total amounts we are approving for disbursements and ACH's and she noticed minutes from the audit year ending 3-31-2020 did not always reflect approved disbursements since many meetings were cancelled due to COVID, those agenda items were not always carried over to the following meeting for approval. Executive Director L. Taylor, noted all future minutes will reflect the total amounts of both disbursements and ACH's as Commissioners will state the total amount when making a motion so it will be reflected in the minutes. K. Dolan noted that in the previous audit of 2019, there was mention of not sufficient FDIC coverage and she wanted to let the Commissioners know that the Housing Authority does in fact have sufficient FDIC Coverage as both Banks have agreed to sign HUD required Depository Agreements. There is no need to spread money to various banks as money is protected by the Depository Agreements the Banks made on file. K. Dolan stated that the Authority will need to do an actuarial study on Retiree Medical as that was never done since the agreement was made with CaIPERS in 2012. Executive Director, L. Taylor did confirm that the Housing Authority is currently gathering proposals to choose a vendor to conduct the actuarial study on Retiree Medical Benefits. Vice Chair S. Pitocchi made a comment to the Auditor, K. Dolan that she had noted in the Audit Report that the Housing Authority did not have an Investment Policy when in fact there is one that was passed in 1983. Vice Chair S. Pitocchi will forward a copy to Executive Director L. Taylor to forward to the Auditor. The Auditor K. Dolan stated she will correct it next year during the next audit unless Vice Chair S. Pitocchi would like that corrected now. Vice Chair S. Pitocchi said he would like to see it corrected now but will refer that decision to Chair L. Mercado and Executive Director L. Taylor. No decision was made on an immediate.correction. PREVIOUS MINUTES: Vice -Chair S. Pitocchi stated the Minutes of June 14, 2021 needed a few corrections as follows: Under Public Comments as former Commissioner Luis De Paz did indeed attend under public comments and wanted to thank the Board for the support he received during his time on the Board. Vice Chair S. Pitocchi also wanted the minutes to reflect under New Business B. Stipend report as well as E. There was a time frame listed under Emergency Policy that it would be brought back to the board 30 days prior to the August meeting and just wanted to make sure the time frame was noted. Under ED Report the report on the Roof Bid was not noted and lastly under comments it should state conserve not preserve. A motion was made by Vice Chair S. Pitocchi to approve the minutes of June 14, 2021 as amended and seconded by Commissioner T. Powell, motion passed unanimously. OLD BUSINESS: A. Report back from Reserve Holding/Long Term Investing Subcommittee -Vice Chair S. Pitocchi, Commissioner M. Rashid & Executive Director L. Taylor: Vice Chair S. Pitocchi reported that the committee met with Representatives from CalPERS, Matt Gross & Jasper Jacobs regarding Investment Opportunities. There is an opportunity to take money from the general fund and put into a trust that would yield higher interest that can then be used to cover unfunded liability cost. Vice Chair S. Pitocchi suggested that we invite CalPERS Representative to a future meeting to present these investment opportunities to the entire board. Chair L. Mercado and Executive Director L. Taylor will coordinate the meeting. Executive Director L. Taylor suggested the meeting be held as a Special Meeting prior to July 30, 2021 to review the Annual Lump Sum Payment of the Unfunded Liability Account as well. Executive Director L. Taylor will notify the Board once a meeting is scheduled. B. Report back from Chair L. Mercado, Vice Chair S. Pitocchi and Executive Director L. Taylor as to what Commissioners and Executive Director L. Taylor raised at the meeting with Councilmember Flor Nicolas. Executive Director L. Taylor stated she shared the following: A. Tree Removal B. Shared Services C. Feasibility Study Vice Chair S. Pitocchi raised concerns with Street Paving and why repaving projects seem to stop 10 feet from the entrance of the Housing Authority property. C. Revisiting Proposal from Management Computer Services—Automation Executive Director L. Taylor went over the questions that were raised at a previous Meeting. A Memorandum was also sent to the Board with responses to all questions and concerns regarding cyber security, encryption and the need to purchase hardware. Vice Chair S. Pitocchi wanted to confirm that the memorandum did take into consideration all the questions and concerns raised by Commissioner D. Vong-Spillan Executive Director, L. Taylor did report that all questions and concerns were addressed in the Memorandum along with supporting documents from the Vendor. Vice Chair S. Pitocchi also wanted to confirm that there will be sufficient training for maintenance staff so they are comfortable with using the new software. Executive Director, L. Taylor stated there will be sufficient training for all staff. Vice Chair S. Pitocchi made a motion to approve the proposal from Management Computer Services for Automation Software, motion seconded by Commissioner T. Powell and roll call was taken as follows: Chair L. Mercado Aye Vice Chair S. Pitocchi Aye Commissioner M. Rashid Aye Commissioner T. Powell Aye Motion passed unanimously Executive Director Report: Roof Bid Status: Request for Bids have been posted, all bids are due 7-29-21 @ 2:OOpm Bid was posted in the San Mateo County Times as well as the Building Exchange of City and County of San Francisco, Bay Area and Santa Clara County Exchanges. All previous Bidders from the last Bid were also contacted and sent a Bid packet as a courtesy. Emergency Plan: Will not be completed by August as HUD sent the template and it will require some time to develop so we will complete as soon as we can but will not guarantee it will be available by August with the 30 day advance notice. National Night Out: Executive Director L.Taylor and Commissioner M. Rashid will meet to tomorrow to coordinate and plan the event. A save the date flyer will be issued shortly as the target date is 8-3-2021 Stipends: Executive Director L. Taylor reached out to the City regarding questions and concerns regarding the City's Commissioner Stipend Proposal. The City stated they will be discussing Commissioner Stipends as a whole with other Commissions and develop a plan that will address all Commissions. The City will inform the Housing Authority as to what is decided. City Gift Cards: Executive Director L. Taylor did inquire on the City Gift Cards and was placed on a list to receive flyers and information as soon as it is available. Tree Project: Proposals are coming in as to the removal of 11 trees and the pruning and treatment for all remaining trees. Executive Director L. Taylor will provide the Board with a recommendation for approval at the next scheduled meeting in August. Feasibility Study: Gathering proposals to select a Firm that will do the Feasibility Study, it is very expensive so trying to gather as many proposals as possible. CLOSED SESSION: The Board went into closed session at 7:11 pm and came out of closed session at 7:15pm. No report from closed session APPROVAL OF DISBURSEMENTS MANAGEMENT VOUCHERS #1147 TO #1180 & ACH PAYMENTS FROM 6/15/21 TO 6/29/21: Motion was made by Commissioner T. Powell to approve Disbursements Management Vouchers #1147 to #1180 and ACH Payments from 6/15/21 to 6/29/21 for a Total of $78,726.29, motion seconded by Vice Chair S. Pitocchi, motion passed unanimously. COMMENTS FROM COMMISSIONERS: Commissioner T. Powell stated she is still learning but wanted the National Night Out Committee to know she is available to assist with the event if needed. Vice Chair S. Pitocchi stated he appreciated Commissioner M. Rashid taking a lead on meeting with the Executive Director L. Taylor to start planning the National Night Out event. Vice Chair S. Pitocchi requested that if there is an opportunity to hold our next meeting in person he would like to see that happen. Chair L. Mercado stated that we should have accommodations for both in person and remote attendance and that all attending in person should adhere to all health and safety protocols relating to masks and social distancing. Chair L. Mercado wanted to thank the Board for attending the meeting. Meeting adjourned at 7:29pm. Seal Attest