Regular Meeting of the HACEP Board of Commissioners

24 May 2017, 5:30pm – 6:30pm

5300 East Paisano
El Paso, Texas 79905

Meeting Agenda

REGULAR MEETING OF THE HACEP BOARD OF COMMISSIONERS

May 24, 2017, 5:30 pm - 6:30 pm

5300 East Paisano Drive

El Paso, Texas 79905

MEETING AGENDA

Take notice of a regular Board meeting the Board of Commissioners of The Housing Authority of the City of El Paso, Texas (“HACEP”) will be held at 5300 E. Paisano Dr., El Paso, Texas 79905 Wednesday, May 24, 2017 Commencing at 5:30 p.m.

TO CONSIDER AND POSSIBLY ACT ON THE FOLLOWING:

A.        Preliminary Items

1.         Call to order.

2.         Pledge of allegiance.

3.         Invocation/moment of silence.

4.         Establishment of a quorum.

5.         Resident Association Presidents to be heard.

6.         Citizens to be heard.

7.         Approval of minutes of the annual board meeting that took place on April 25, 2017.

B.        Consent Agenda Items

            Matters posted under the consent agenda will be considered by the Board of Commissioners as a routine matter and will be enacted by one single motion unless separate discussion is requested by a member of the Board of Commissioners.  When the consent agenda vote has been taken, if an item has not been called out for separate discussion, the item will be approved along with any and all other consent agenda items approved at the same time.   The Board may reconsider any item at any time during the meeting.   The wording of all agenda items shall appear in the minutes of the meeting as posted, unless otherwise revised by this or other motions made and approved during the meeting, without the necessity of staff reading the wording by each item into the record. 

8.         Purchasing and construction contract and purchase order awards:

a.      Request that the Contracting Officer be authorized to sign recommendation for purchase order award for roof and cooling units’ replacement Region 19 Contract # 13-6915.  This contract was procured through the ESC Region 19 Cooperative procurement process.  The recommendation is as follows: 

Department:  Property Management

Award to:  The Roof & Metal Co.   $343,686 estimated

Funding Source:  COCC

Procurement Type:   ESC Region 19 Cooperative

Contract Term:   New

b.     Request that the Contracting Officer be authorized to sign extension to contract for grounds maintenance services contract # OPS 16-R-0018.  This is the first renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:   

Department:   Property Management

Award to:   MG Evergreen LLC    $83,664 estimated

Funding Source:   S8NC

Procurement Type:   Request for Proposal

Contract Term:   Renewal

c.    Request that the Contracting Officer be authorized to sign extension to contract for Life and Disability Insurance contract # HR 14-C-0048.  This is the third renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:

Department:   Human Resources

Award to:   Lincoln Financial Group    $87,279 estimated

Funding Source:   Operating Budget

Procurement Type:   Request for Proposal

Contract Term:    Renewal

d.     Request that the Contracting Officer be authorized to sign extension to contract for Human Resources and Payroll services contract # FS 13-C-0060.  This is twelve (12) month renewal.  This contract was procured through the Cooperative Purchasing Network (TCPN) process.  The recommendation is as follows: 

Department:   Human Resources/Finance

Award to:    ADP, Inc.   $295,000 estimated

Funding Source:   Operating Budget

Procurement Type:    TCPN # R5159

Contract Term:   Renewal                  

C.        Regular Agenda:  Items Considered for Action

9.         Discussion and action regarding resolution to approve contract for an employee healthcare third party administrator. 

10.       Discussion and action regarding resolution authorizing the Chief Executive Officer to enter into an interlocal agreement with the University of Texas at El Paso for satisfaction surveys. 

11.       Discussion and action regarding resolution adopting Violence Against Women Act (VAWA) policy.  

12.       Discussion and action regarding resolution to approve a single-source purchase order for postage for the Housing Authority of the City of El Paso print shop.

13.       Discussion and action regarding resolution to approve actions necessary to facilitate the development and construction of the Gonzalez Apartments.

D.        Reports

14.       (a) Secretary’s report.

                  RAD update.

            (b)  Chief Financial Officer reports.

·                 Statement of revenues/expenses for March 2017.

·                 Statement of changes in net assets for March 2017.

           (c)  Report on changes and/or contract modifications pursuant to delegation of authority under Section 7 of the Development Procedures Manual.

           (d)   Public Information Update: HACEP news articles.

E.        Executive (Closed) Session

15.       Executive Session.

The Board of Directors may go into executive session, or a closed private session, to take up any items on or related to this agenda that may be appropriately taken up in executive session pursuant to the Texas Open Meetings Act, Texas Government Code 551.071 to .076, for such matters as consultation with an attorney on a matter covered by attorney-client privilege, to confer regarding threatened or pending litigation, or to confer regarding real estate, personnel, and/or security matters that may be discussed in a closed session.   No action and no votes will be taken in any executive session.

Anticipated executive session item(s):

Discussion and update by legal counsel on pending litigation matters.  (Section 551.071)

F.         Conclusion of Meeting

16.      Adjournment.

Posting Statement

THIS NOTICE HAS BEEN POSTED AT THE CENTRAL OFFICES OF THE HOUSING AUTHORITY, 5300 EAST PAISANO DRIVE, AND NOTICE HAS BEEN PROVIDED TO THE EL PASO COUNTY CLERK MORE THAN 72 HOURS IN ADVANCE OF THE ABOVE MEETING, AS REQUIRED BY CHAPTER 551 OF THE TEXAS GOVERNMENT CODE.  

Accessibility Notice

UPON REQUEST THE HOUSING AUTHORITY WILL PROVIDE AUXILIARY AIDS AND SERVICES SUCH AS INTERPRETERS FOR THE HEARING IMPAIRED, READERS, LARGE PRINT OR BRAILLE DOCUMENTS.  THOSE REQUESTING AUXILIARY AIDS OR SERVICES MAY NOTIFY SERGIO VASQUEZ, EQUAL OPPORTUNITY COORDINATOR, AT (915) 849-3820, OR SVASQUEZ@HACEP.ORG AT LEAST 48 HOURS PRIOR TO THE MEETING.

SIMULTANEOUS ENGLISH/SPANISH TRANSLATION IS PROVIDED AT ALL REGULAR MEETINGS OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY

Concealed and Open Carry Handgun/Weapons Notice

PURSUANT TO § 30.06, PENAL CODE, (TRESPASS BY HOLDER LICENSE HOLDER WITH A CONCEALED HANDGUN), A PERSON LICENSED UNDER SUBCHAPTER H, CHAPTER 411, GOVERNMENT CODE (HANDGUN LICENSING LAW), MAY NOT ATTEND THIS MEETING WITH A CONCEALED HANDGUN.

PURSUANT TO § 30.07, PENAL CODE, (TRESPASS BY HOLDER LICENSE HOLDER WITH AN OPENLY CARRIED HANDGUN), A PERSON LICENSED UNDER SUBCHAPTER H, CHAPTER 411, GOVERNMENT CODE (HANDGUN LICENSING LAW), MAY NOT ATTEND THIS MEETING WITH A HANDGUN THAT IS CARRIED OPENLY.

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Housing Authority of the City of El Paso

5300 East Paisano Drive
El Paso, TX 79905
United States

Monday-Friday, 8 a.m. – 5 p.m.

(915) 849-3742

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