Regular Meeting of the HACEP Board of Commissioners

19 December 2018, 5:30pm – 6:30pm

5300 East Paisano
El Paso, TX 79905

Meeting Agenda

Regular Meeting of the HACEP Board of Commissioners

December 19, 2018 - 5:30 pm - 6:30 pm

5300 East Paisano Drive

El Paso, TX 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, December 19, 2018 commencing at 5:30 p.m.

To condiser and possible 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 regular board meeting that took place on November 28, 2018.

8.         Approval of minutes of a public hearing that took place on November 28, 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. 

9.         Purchasing and construction contract and purchase order awards:

A.  Request that the Contracting Officer be authorized to sign recommendation for contract award for Yardi consultant contract # FS 18-R-0027.  Contract term requested is one (1) year with four (4) one (1) year options to extend.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                                           

Department:   Finance

Award to:    The Jacobs Group, JDR Consulting, LLC, Hott Solutions $400,000 combined estimate

Funding Source:   COCC/EPHOME

Procurement Type:   Request for Proposal

Contract Term:  New

B.  Request that the Contracting Officer be authorized to sign extension to contract for pest control services.  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:   Kropp’s Pest Control, Inc.  Contract:  OPS 18-C-0001A  $60,000 estimated

                  Watson Pest Management   Contract:  OPS 18-C-0001B   $10,000 estimated

Funding Source:   COCC

Procurement Type:    Request for Proposal

Contract Term:   Renewal

C.  Request that the Contracting Officer be authorized to sign contract for temporary accountant and for executive search services.  This contract was procured by the Houston Galveston Area Cooperative through the request for proposal (RFP) process.  The recommendation is as follows:  

Department:   Human Resources

Award to:   Robert Half Finance & Accounting   $60,000 estimated

Funding Source:   COCC

Procurement Type:   Cooperative Purchase

Contract Term:   New            

D. Request that the Contracting Officer be authorized to sign extension to contract for temporary employment services.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:                                          

Department:   Human Resources

Award to:   HR Arias & Associates   Contract:  HR 17-C-0018A

                  Tru Temps    Contract:  HR 17-C-0018B

                  22nd Century    Contract:  HR 17-C-0018C

                  RMP Personnel   Contract:  HR 17-C-0018D

                 Global Technologies   Contract:  HR 17-C-0018E

                 $200,000 combined estimate

Funding Source:   COCC

Procurement Type:   Request for Proposal

Contract Term:   Renewal

E.   Request that the Contracting Officer be authorized to sign extension to contract for third party administration services/stop loss insurance contract # HR 17-C-0020.  This is the first renewal of four.  This contract was procured through the Request for Proposal (RFP) process.  The recommendation is as follows:          

Department:   Human Resources

Award to:   HealthScope Benefits   $111,000 estimated

                   Sunlife – Stop loss insurance  $318,290 estimated

Funding Source:   COCC

Procurement Type:   Request for Proposal

Contract Term:   Renewal                    

F.   Request that the Contracting Officer be authorized to sign modification to contract for additional funding for Yardi support contract # IT 14-C-0016.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:

Department:   Information Technology

Award to:   Miratek Corporation    $20,000 estimated

Funding Source:   Finance

Procurement Type:   Request for proposal

Contract Term:   Additional funding                       

G.  Request that the Contracting Officer be authorized to sign recommendation for additional funding to contract # IT 16-C-0021.  This additional funding is to purchase Rent Café module and support.  The recommendation is as follows:

Department:   Information Technology

Award to:   Yardi Systems, Inc.    $200,000 estimated

Funding Source:   COCC, EPHOME, and HCV

Procurement Type:   Additional funding  

Contract Term:   Current

C.        Regular Agenda:  Items Considered for Action

10.       Discussion and action regarding resolution approving contract award for roof replacement at Marmolejo Community.

11.       Discussion and action regarding resolution approving contract award for developer services contract to Pennrose, LLC for development of 2019.

12.       Presentation, discussion and action on budgets for the Housing Authority of the City of E Paso, Texas for fiscal year ending December 31, 2019.      

(a)      Resolution approving budgets for the Public Housing operating AMP’s 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.

(d)      Resolution approving budget for EP HOME, business activities, and blended component units.

13.       Discussion and action regarding resolution approving revised EIV policies and procedures for multifamily housing rental assistance programs for the Housing Authority of the City of El Paso, Texas.

14.       Discussion and action regarding resolution to authorize loan of approximately $4 million loan and transaction to acquire the limited partnership interests in, reorganize, and make capital improvements to the “Pellicano Four” low income housing tax credit properties:  (1) Western Gallagher, Ltd., (2) Western Pellicano, Ltd., (3) Western Pebble Hills, Ltd., and (4) Saul Kleinfeld, Ltd. 

15.       Discussion and action regarding resolution approving issuance by Alamito Public Facilities Corporation of the Alamito Public Facilities Corporation multifamily housing revenue bonds and refunding note (HACEP RAD Conversion Program (DeWetter Apartments and Kathy White Apartments) project); and containing other provisions relating to the subject.

16.       Discussion and action regarding resolution to approve purchase of approximate 6.325 acre parcel of undeveloped land from El Paso Water Utilities (EPWater) located on S. Mesa Hills Drive in El Paso, Texas at lots 3 through 5, Block 1, Coronado Del Sol, an addition to the City of El Paso, El Paso County, Texas.

D.        Reports

17.       (a) Secretary’s report.

            RAD update.

            (b)  Chief Financial Officer reports.

                  ·       Quarterly financial update to be provided during the February 2019 Board meeting.

            (c)  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 and advice of counsel regarding possible purchase of real estate for future affordable housing developments.  (Sections 551.l071 and 551.072)

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, and 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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