Regular Meeting of the HACEP Board of Commissioners

28 June 2017, 5:30pm – 6:30pm

5300 East Paisano
El Paso, Texas 79905

Meeting Agenda

REGULAR BOARD MEETING OF THE HACEP BOARD OF COMMISSIONERS

June 28, 2017, 5:30 pm - 6:30 pm

5300 East Paisano Drive

El Paso, Texas 79905

Meeting Agenda

Take notice that a regular meeting of 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, June 28, 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.         Presentation by the FSS Homeownership Program recognizing participants of the program upon the purchase of their home. 

6.         Resident Association Presidents to be heard.

7.         Citizens to be heard.

8.         Approval of minutes of a regular board meeting that took place on May 24, 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. 

9.         Purchasing and construction contract and purchase order awards:

a.      Request that the Contracting Officer be authorized to sign extension to contract for property appraisal and market studies.  This is the first renewal of two.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows: 

Department:  Development

Award to:  Wilkerson, Pendergrass, Beard - Contract # OPS 16-C-0050

                 Valbridge Property Advisors  -  Contract # OPS 16-C-0051

                  Novogradac and Company -  Contract # OPS  16-C-0052

                  $75,000 - combined estimate

Funding Source:  Development

Procurement Type:  Request for proposal

Contract Term:  Renewal

b.     Request that the Contracting Officer be authorized to sign second year of three year lease for copier equipment services contract # CC 16-C-0041.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:     

Department:   Information Technology

Award to:  Toshiba Business Solutions - $86,000 estimated

Funding Source:   EP HOME & COCC

Procurement Type:  Request for Proposal

Contract Term:  Renewal

c.    Request that the Contracting Officer be authorized to sign extension to contract for RAD physical condition assessments contract # RAD 16-C-0007.  This is the second renewal of two.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows: 

Department:  Development

Award to:  EI Consultants - $10,000 estimated

Funding Source:  Development

Procurement Type:  Request for proposal

Contract Term:  Renewal

d.     Request that the Contracting Officer be authorized to sign extension to contract for architect – development of drawings and specifications for renovation of multiple high rise housing communities contract # RAD 16-C-0005.  This is the second renewal of four.  This contract was procured through the request for qualification (RFQ) process.  The recommendation is as follows: 

Department:  RAD 

Award to:  Wright & Dalbin - $695,000 estimated

Funding Source:  RAD

Procurement Type:  Request for qualification

Contract Term:  Renewal

e.     Request that the Contracting Officer be authorized to sign extension to contract for architect – development of drawings and specifications for renovation of multiple housing communities contract # RAD 16-C-0004.  This is the second renewal of four.  This contract was procured through the request for qualification (RFQ) process.  The recommendation is as follows: 

Department:  RAD

Award to:  Wright & Dalbin - $1,646,300 estimated

Funding Source:  RAD

Procurement Type:  Request for qualification

Contract Term: Renewal

f.     Request that the Contracting Officer be authorized to sign extension to contract for seeking landlords for leased housing units.  This is the second renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:

Department:  RAD

Award to:  Integrity Asset Management - Contract # RAD 15-C-0028

                 Tropicana Asset Management  -  Contract # RAD 16-C-0046

                 Extended Stay America  -  Contract # RAD 16-C-0047

                 IROC Asset Management - Contract # RAD 16-C-0048

                 $950,880 combined estimate

Funding Source:  RAD

Procurement Type:  Request for proposal

Contract Term:  Renewal

g.     Request that the Contracting Officer be authorized to sign modification to contract for child care services contract # OPS 14-C-0014.  This is for additional funding to cover expenses for the contract period that expires on September 30, 2017.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:

Department:  Property Management

Award to:  YWCA  $45,000 estimated

Funding Source:   PILOT funds

Procurement Type:  Request for proposal

Contract Term:  Renewal

h.     Request that the Contracting Officer be authorized to sign extension to contract for legal services.  This is the fourth renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows: 

Department:  Executive/Development

Award to:  Mendel Blumenfeld, PLLC - Contract # EX 14-C-0002

                  Kemp Smith LLP - Contract # EX 14-C-0003

                  McKamie, Krueger & Knight LLP - Contract # EX 14-C-0005

                  Gordon, Davis, Johnson & Shane, PPC – Contract # EX 14-C-0007

                  Hawkins, Delafield & Wood, LLP - Contract # EX 14-C-0008

                  $400,000  combined estimate

Funding Source:   Executive/Development

Procurement Type:  Request for proposal 

Contract Term:  Renewal

i.     Request that the Contracting Officer be authorized to sign extension to contract for legal services contract # EX 14-C-0006.  This is the fourth renewal of four.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows: 

Department:  Executive Development

Award to:  Coats Rose, PC - $1,200,000 estimated

Funding Source:   Executive/Development

Procurement Type:  Request for proposal

Contract Term:  Renewal

j.     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

C.        Regular Agenda:  Items Considered for Action

10.       Discussion and action regarding resolution authorizing the allocation of funds related to the redevelopment of the Thomas Westfall community (the “Project”).

11.       Discussion and action regarding resolution authorizing extension of substantial completion date of guaranteed maximum price contract (TS 14-C-0052) between Affordable Housing Enterprises and El Paso RAD 1, LTD for RAD Tranche 1 properties.

12.       Discussion and action regarding resolution adopting the revised utility allowance schedules for use in the Housing Choice Voucher program. 

13.       Discussion and action regarding resolution authorizing the Chief Executive Officer to submit a grant application to the Paso del Norte Health Foundation.

14.       Presentation, discussion and action on budgets for the Housing Authority of the City of El Paso, Texas for fiscal year ending June 30, 2018.

            (a)       Resolution approving budgets for the Public Housing operating AMPs             and COCC.

            (b)       Resolution approving budgets for the Housing Choice Voucher operating         program, Tio Cooper (Farm Labor Program), Chai Manor, Siesta Gardens            (Shelter Plus Program), and other activities.

            (c)       Resolution approving budget for the Section 8 New Construction Program.

15.       Discussion and action regarding resolution setting the date and time for the July 2017 regular Board of Commissioners meeting. 

16.       Discussion and action regarding resolution authorizing Paisano Housing Redevelopment Corporation to rename and/or form additional entities to act in support of the Housing Authority of the City of El Paso, Texas for the construction and development of the Commissioners’ Corner Apartments (the “Project”).

17.       Discussion and action regarding resolution authorizing the issuance of multifamily housing revenue bonds or other obligations with respect to HACEP RAD Conversion Program Phase III-E (Commissioners’ Corner Apartments) multifamily residential rental project; authorizing the filing of application for allocation of private activity bonds with the Texas Bond Review Board; and authorizing other action related thereto.

18.       Discussion and action regarding resolution approving the write-offs of bad debt accounts from tenants’ accounts receivable for vacated tenants – quarter ending December 31, 2016.

19.       Discussion and action regarding resolution approving contract modification and budget increase for architectural services contract with RPGA Design Group for the Rental Assistance Demonstration (RAD) program conversion of multiple housing communities.

20.       Discussion and action regarding resolution authorizing the issuance of multifamily housing revenue bonds or other obligations with respect to HACEP RAD Conversion Program Chelsea Plaza Apartments multifamily residential rental project; authorizing the filing of application for allocation of private activity bonds with the Texas Bond Review Board; and authorizing other action related thereto.

21.       Discussion and action regarding setting a date, time, and location for two public hearings under Chapter 392 of the Texas Local Government Code for the proposed housing projects listed below:

            Commissioners’ Corner, located at 10700 Montana Avenue, El Paso, Texas 79935.

            Gonzalez Park Apartments, proposed location of SWQ Montana Avenue and Rich Beem Boulevard, El Paso, Texas 79938

22.       Discussion and action regarding resolution authorizing the Chief Executive Officer to negotiate interlocal or private agreements to purchase or acquire real estate for use as residential housing or related development project.

D.        Reports

23.       (a) Secretary’s report.

                  RAD update.

                  Legislative update.

(b)  Chief Financial Officer reports.

·       Statement of revenues/expenses for April 2017.

·       Statement of changes in net assets for April 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

24.       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):

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

(b)       Discussion and advice of counsel regarding possible acquisition of land for future developments.  (Sections 551.071 and 551.072)

F.         Conclusion of Meeting

25.      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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