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HomeMy WebLinkAbout05.10.21 MinutesMINUTES OF THE REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH SAN FRANCISCO HELD ON MAY 10, 2021 The meeting was called to order by Chairperson D. Vong-Spillan at 6:03pm, followed by the Pledge of Allegiance. Present were as follows and a quorum was declared: PRESENT: Commissioners S. Pitocchi, D. Vong-Spillan, L. Mercado, T. Powell and M. Rashid ABSENT: Tenant Commissioner L. Trujillo PUBLIC COMMENTS: None PREVIOUS MINUTES: A motion was made by Vice Chair S. Pitocchi to approve the minutes of the Special Meeting of 4-26-21 and seconded by Chair L. Mercado, motion passed unanimously. A motion was made by Vice Chair S. Pitocchi to approve the minutes of the Regular Meeting of 4-12-21 and seconded by Chair L. Mercado, motion passed unanimously. CLOSED SESSION: The Board went into closed session at 6:09pm and came out of closed session at 6:31pm. No report from closed session REPORT FROM LEGAL COUNSEL: Legal Counsel, Greg Rubens reported that he was authorized to send a letter to the City of SSF on the findings of the investigation regarding allegations made by the former Executive Director and would submit a copy to the Commissioners. NEW BUSINESS: A. Election of Officers : Commissioner S. Pitocchi nominated Vice Chair L. Mercado for the seat of Chair, seconded by Commissioner D. Vong-Spillan, and voted by the Board of Commissioners as follows: M. Rashid Aye T. Powell Aye D. Vong-Spillan Aye S. Pitocchi Aye Vote was unanimous to elect Vice Chair L. Mercado as the new Chair Commissioner D. Vong-Spillan nominiated Commissioner S. Pitocchi for the seat of Vice Chair, seconded by Commissioner T. Powell, and voted by the Board of Commissioners as follows: M. Rashid Aye D. Vong-Spillan Aye L Mercado Aye T. Powell Aye The vote was unanimous to elect Commissioner S. Pitocchi as the new Vice Chair B. ESTABLISHING COMMITTEES FOR EXECUTIVE DIRECTOR REVIEW: Chair L. Mercado stated the Chair and the Vice Chair will serve on the sub -committee for the Executive Director Review and asked the Executive Director to add another Commissioner of her choosing to serve on the sub -committee. The Executive Director chose Commissioner T. Powell to serve on the sub -committee. The sub -committee will meet and do the evaluation, report back to the Board and meet with the Executive Director. C. COORDINATING ATTENDANCE AT SELECT CITY COMMITTEES: Commissioner D. Vong-Spillan sent the calendar to all Commissioners, which was previously sent by the Executive Director listing all City of SSF committee meeting dates. If Commissioners are interested, they can attend those meetings. Chair L. Mercado also mentioned he had attended a few City Council Meetings and will try to attend if there is a topic of interest to the Housing Authority. The Executive Director will also review the City Agendas and forward to the Commissioners for review if there is a topic of interest to the Housing Authority. Vice Chair Pitocchi stated that the ED, Chair & Vice Chair should reach out to the City and City Council to stay in the hierarchy which has already been set, so the City knows who is Chair. Chair L. Mercado will attend the 2 next Council meetings. Chair Mercado will reach out to the City to continue the meetings with the City and himself and the Vice Chair. Chair L. Mercado asked the Executive Director to set up a meeting with the Director of Economic and Community Development Alex Greenwood. Commissioner D. Vong-Spillan stated she is willing to reach out to council members individually and meet with them one on one on behalf of the Housing Authority. Commissioner T. Powell requested information as to when the HOT Team (Homeless Outreach Team) meets as she is interested in attending their meetings. The Executive Director will send information to Commissioner T. Powell as to the meeting dates and times. OLD BUSINESS: A. The Roofing Project: The Executive Director reported that a roofing company came out and reassessed the condition of the roofs and how many should be included in the first phase of the roof project. It was recommended that we move forward with the project as quickly as possible. The Executive Director will prepare estimates and make a final assessment as to which buildings will be included in the first phase of this project and the scope of the work that will go out for bid. This will be presented to the Board at a special meeting on May 24, 2021. REPORT FROM EXECUTIVE DIRECTOR: . Meeting with new security company to address security issues and get recommendations to address safety concerns (Gate, cameras, lighting etc.) Need tenants to continue to report incidents so the Housing Authority can review cameras and make reports with SSFPD, to build our case for more resources and improve security overall. Research for automation software will be completed in the coming weeks and a vendor will be selected by June 2020. Emails will be transferred to new email system by next month, June 2020. The Website is almost completed and will launch by June 2020. The Housing Authority is looking at a mass communication system to alert tenants of emergencies (Gas Leaks, Fire, Earthquake, mass shooter, vandalism, car break- ins etc. ) Live Scan, no word yet from the State as to the corrections that were made to the third application that was re -submitted. An email was sent to the City of SSF to add new Tenant Commissioner Information and vacancy of Commissioner seat. Unfortunately an error occurred and the vacancy was added as a Tenant Commissioner Vacancy vs a Commissioner vacancy. Messages have been sent to the city to make corrections to their website. Meeting with HUD, other PHA agencies, and San Mateo County and Public Health groups to develop a plan/policy on emergency shutdowns/re-openings and delivering services during a declared State of Emergency, pandemic or natural disaster. A policy will be presented to the Board at the next meeting in June to address operations during a State of Emergency. The Housing Authority enlisted the help of BDO Accounting Firm to assist with Grant reporting and the unaudited financials for 2021. The audit for 2020 is underway and should be completed by June 30, 2021 The Executive Director will work with the Chair and Vice Chair to push the request for shared services with the City of SSF, to address landscaping and tree removal services. There are several diseased trees that need to be removed and some trees that are too close to the buildings which may potentially damage the sewer lines. Estimates for tree removal have been in the neighborhood of $40,000. If no agreement is reached with the city, a plan to address both the landscaping and tree removal services will be presented at a future meeting after all efforts to reach an agreement have been exhausted. CLOSED SESSION: 8:20pm to 8:36pm A. Voucher #1110 Legal Services- Informational only, no report. B. Tenant Accounts Receivables— Informational only, no report APPROVAL OF DISBURSEMENTS MANAGEMENT VOUCHERS #1081 TO 1111: Motion made by Commissioner D. Vong-Spillan to approve the Management Vouchers 1081 to 1111, seconded by Vice -Chair S. Pitocchi, motion passed unanimously. COMMENTS FROM COMMISSIONERS: Commissioner D. Vong-Spillan wanted to thank Chair L. Mercado and Vice Chair S. Pitocchi for stepping up and taking on their new leadership roles. Vice -Chair S. Pitocchi wanted to thank the volunteer Tenant who put the Community News Letter together, informative and thorough. Vice Chair S. Pitocchi also thanked the Executive Director for sending out the Certificates/Plaques to the former Commissioners, recognizing them for their service on the Commission. Vice Chair S. Pitocchi also wanted to thank Commissioner T. Powell and Chair Mercado for serving on the sub -committee that is doing the Executive Director's Performance Review. Chair L. Mercado wanted to thank Commissioner D. Vong-Spillan for her leadership as former Chair and will be relying on the Executive Director's expertise in the next year. Meeting adjourned at 8:47pm Seal airperson Attest —/ Secretary