Annual Meeting of the HACEP Board of Commissioners

28 February 2018, 5:30pm – 6:30pm

5300 East Paisano
El Paso, TX 79905

Meeting Agenda

Annual Meeting of the HACEP Board of Commissioners

February 28, 2018, 5:30 pm - 6:30 pm

5300 East Paisano Drive

El Paso, TX 79905

Meeting Agenda

Take notice that an annual meeting as called for by Section 3.5 of the bylaws 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, February 28 2018 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 of the HACEP Public Service Award to Chairman Burt Blacksher by HACEP CEO in recognition of his four years of leadership and dedication to the Housing Authority of the City of El Paso, Texas.

6.         Resident Association Presidents to be heard.

7.         Citizens to be heard.

8.         Approval of minutes of regular board meeting that took place on January 24, 2018.

9.         Approval of minutes of a joint special meeting and public hearing that took place on February 12, 2018.

10.       Approval of minutes of a special meeting that took place on February 20, 2018.

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. 

11.       Purchasing and construction contract and purchase order awards:

A.  Request that the Contracting Officer be authorized to sign modification to contract for predevelopment project manager services contract # EX 17-C-0010.  This is for additional funding for year two because of increases of hours resulting from extending closing schedules.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                                                                   

Department:  Development

Award to:   EJP Consulting, LLC   $323,276 estimated

Funding Source:   Development

Procurement Type:   Request for proposal

Contract Term:   Additional funding

B.  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 fourth 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   $87,280 estimated

Funding Source:   Operating Budget

Procurement Type:   Request for proposal

Contract Term:   Renewal 

C.  Request that the Contracting Officer be authorized to sign extension to contract for Enterprise Resource Planning contract # IT 16-C-0021.  This is the second renewal of two.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:         

Department:   Information Technology

Award to:   Yardi Systems, Inc.   $483,341 estimated 

Funding Source:   COCC, EP HOME, HCV

Procurement Type:   Request for proposal

Contract Term:   Renewal

C.        Regular Agenda:  Items Considered for Action

12.       Discussion and action regarding resolution to approve contract for outsourced payroll processing general ledger and human resources needs for the Housing Authority and its affiliates.

13.       Discussion and action regarding resolution approving amendment to HACEP and EP HOME Employment Personnel Policy Manual reflecting the change to the fiscal year.

14.       Discussion and action to approve resolution authorizing the Chief Executive Officer to enter into an amended and restated ground lease with EP Sun Plaza, LP (the “Partnership”) covering the Sun Plaza property, to enter into amended and restated loan documents for the loan made to the Partnership to finance the Partnership’s acquisition of the Sun Plaza development, and authorizing the Chief Executive Officer to enter into all documents contemplated in connection with the ground lease and seller loan and/or reasonably necessary in connection with the Partnership’s development debt and equity financing for the Sun Plaza Apartments.                                                                                                       

15.       Discussion, consideration and action regarding election of officers for the Board of Commissioners of the Housing Authority of the City of El Paso, Texas.    

             (a)       Election of Board Chairperson.

             (b)       Election of Board Vice-Chairperson.                                         

16.       Discussion and action regarding amendment of Chief Executive Officer’s employment agreement and terms of employment.                                          

D.        Reports

17.       (a) Secretary’s report.

RAD update.

(b)  Chief Financial Officer reports.

·       Statement of revenues/expenses for December 2017.

·       Statement of changes in net assets for December 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

18.       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 regarding Chief Executive Officer’s employment agreement and terms of employment.  (Section 551.074)

F.         Conclusion of Meeting

19.      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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