Special Meeting of the HACEP Board of Commissioners

17 December 2019, 5:30pm – 6:30pm

5300 East Paisano
El Paso, TX 79995

Meeting Agenda

Special Meeting of the HACEP Board of Commissioners

Decenmber 17, 2019 - 5:30 pm - 6:30 pm

5300 East Paisano Drive

El Paso, TX 79905

Meeting Agenda

Take notice that a special 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 Tuesday, December 17, 2019 commencing at 5:30 p.m.

To condicer 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.         Recognition of the Housing Choice Voucher staff upon receipt of a certificate of excellence from HUD for outstanding performance on the 2019 SEMAP assessment.  

6.         Presentation by tax credit developers regarding 2020 9% application.   

7.         President Association Presidents to be heard.              

8.         Citizens to be heard.                       

9.         Approval of minutes of a regular board meeting that took place on November 20, 2019.

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. 

10.       Purchasing and construction contract and purchase order awards:

A.        Request that the Contracting Officer be authorized to sign modification to contracts for property management and consulting services contract # OPS 18-C-0029B.  This modification is to fund needed property management and consulting services.  These services were procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                                                     

Department:   Property Management & Development

Award to:  Du & Associates    $10,000

Funding Source:   Property Management & Development

Procurement Type:   Request for proposal

Contract Term:   Additional funding

B.  Request that the Contracting Officer be authorized to sign recommendation for contract renewal for Yardi consultant contract # FS 18-R-0027.  Contract term requested is one (1) year and represents the first option to extend.  These contracts were 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

$100,000 combined estimate

Funding Source:    COCC/EPHOME

Procurement Type:    Request for proposal

Contract Term:   Renewal

C.  Request that the Contracting Officer be authorized to sign contract renewal for public relations and communications provider contract #s EX 18-C-0024A, EX 18-C-0024B and EX 18-C-0024C.  Contract term requested is one (1) year and represents the first option to extend.  These contracts were procured through the request for proposal (RFP) process.  The recommendation is as follows: 

Department:   Executive

Award to:   The Brand Advocates, Inc.; Barracuda Public Relations; Culture Span

$100,000 estimated

Funding Source:   RAD/Property Management

Procurement Type:   Request for proposal

Contract Term:  12 month extension

D.  Request that the Contracting Officer be authorized to sign contract renewal for managed information technology services # IT 18-C-0016.  Contract term requested is one (1) year and represents the first option to extend.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:                                                         

Department:   Executive    Award to:   RSM US LLP    $245,868 estimated

Funding Source:   COCC

Procurement Type:  Request for proposal

Contract Term:   renewal

E.   Request that the Contracting Officer be authorized to sign contract renewal for third party administration services and stop loss insurance # HR 17-C-0020.  Contract term requested is one (1) year and represents the first option to extend.  This contract was procured through the request for proposal (RFP) process.  The recommendation is as follows:    

Department:   Executive   Award to:   HealthSCOPE Benefits   $353,038 estimated

Funding Source:   COCC

Procurement Type:   Request for proposal

Contract Term:   renewal

C.        Regular Agenda:  Items Considered for Action

11.       Discussion and action regarding resolution authorizing the Housing Authority of the City of El Paso to purchase and acquire furniture, fixtures, and office equipment (“FFE”) for its new administrative office in the Blue Flame Building.

12.       Discussion and action regarding resolution for writing off bad debt accounts from tenants’ accounts receivable for vacated tenants for quarter ending September 30, 2019.                                                                                                           

13.       Discussion and action regarding resolution canceling the December 2019 regular Board of Commissioners meeting.                                                            

14.       Discussion and action regarding resolution to approve submission of low income tax credit applications for the 2020 application cycle.

15.       Discussion and action to approve resolution to approve execution of options or other agreements to purchase real estate in support of 2020 tax credit applications.

16.       Discussion and action to approve acquisition of land and interest in apartment complexes in connection with a joint venture or other association with Post Investment Group in regards to the following apartments:                          

a)         Wind Tree Apartments, 176 units, 2990 Trawood Drive, El Paso, Texas 79936;

b)         Pear Tree Apartments, 130 units, 222 Bartlett Drive, El Paso, Texas 79912.

17.       Discussion and action regarding resolution approving settlement of public utility commission docket No. 49849, El Paso Electric Company application for regulatory approval and proposed rate change.

D.        Reports

18.       (a) Secretary’s report.

                 RAD update.

            (b) Chief Financial Officer reports.

          ·      Quarterly financial update to be provided during the February 2020 Board meeting.

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

E.        Executive (Closed) Session

19.       Executive Session.

The Board of Commissioners 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 legal advice regarding execution of options or other agreements to purchase real estate in support of 2020 tax credit applications.  (Sections 551.071 and 551.072)

            c)     Discussion and legal advice regarding acquisition of land and interest in apartment complexes in connection with a joint venture or other association with Post Investment Group.  (Sections 551.071 and 551.072)

             d)   Discussion and legal advice regarding intervention to El Paso Electric Company rate case.  (Sections 55l.071)

F.         Conclusion of Meeting

20.      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 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.