commission book part 2 of 2

1

REGULAR BUSINESS AGENDA: Public comment will be taken after staff presentation on each agenda item. Speakers are encouraged to

complete a comment card. Speakers will be limited to two minutes or four minutes for speakers who

require an interpreter.

a. Consent Items

1. Minutes of a Regular Board Meeting held on October 27, 2011

b. Action items

1. [Resolution Authorizing the Executive Director and the President of the

Board of Commissioners to Sign the Section 8 Management Assessment

Program (SEMAP) Certification for Fiscal Year 2010.] Presented by: Nicole

McCray-Dickerson, Acting Director of the Housing Choice Voucher Program

(Formerly “Section 8”)

Public Comment

2. [Resolution Authorizing the Executive Director to enter into a Contract with

C.M. Construction for a New Retaining Wall at CAL 1-19(2), 1750 McAllister

Housing Development in an Amount not to Exceed $306,057.] Presented by:

Francis Eng, Senior Project Manager, Housing Development & Modernization

Department

Public Comment

3. [Resolution Authorizing the Executive Director to Execute an Agreement with

Hanover Insurance Company to Provide Automobile Insurance in an Amount

not to Exceed $151,367.] Presented by: Tim Larsen, General Counsel, Office of

General Counsel

Public Comment

4. [Resolution Approving Revision of the Recruitment and Selection Policy.]

Presented by: Phyllis Moore-Lewis, Human Resources Manager, Department of

Human Resources

Public Comment

2

MINUTES

SAN FRANCISCO HOUSING AUTHORITY

BOARD OF COMMISSIONERS MEETING

October 27, 2011

SCHEDULED: 4:00 p.m. at 440 Turk Street, San Francisco, CA 94102

COMMISSIONERS PRESENT: COMMISSIONERS ABSENT:

Rev. Amos C. Brown, Chair Mirian Saez, Vice Chair

Matthew Schwartz, Commissioner

Ahsha Safai, Commissioner, arr: 4:06pm

Dorothy Smith, Commissioner

Micah Allen, Commissioner

Dr. Veronica Hunnicutt, Commissioner

Item 1: Meeting called to order

President Rev. Amos Brown called meeting to order at 4:02pm

Item 2: Approval of Agenda

Motion: Commissioner Allen moved to approve agenda

Commissioner Hunnicutt seconded motion

Vote: All approved

Item 3: Public Comments on items not on the agenda

Bishop Lee, representative of the Shiloh Life Changing Foundation informed the Board

that the center was burned down and 23 single male African Americans have been

displaced. He requested that he be added to the Agenda.

Linda Richardson, Bayview Hunters Point native, Missionary Barbara Washington,

Deacon William Mitchel, Elder Dwayne, , Sister Charlene Henderson, Duvua Winnie

Allen, Shiloh and, Andrew King all spoke in support of the Shiloh Life Changing

Foundation.

President Amos Brown requests the secretary speak on the appropriate action to address

the Shiloh Men’s Center.

Secretary Alvarez stated that the City and County of San Francisco has to declare it an

emergency that there is no alternative housing available.

Judy Aspen, resident of 345 Arguello, stated that she has concerns related to bugs in the

building and would like to know how she can get this resolved

3

Resident of 491 31st Ave. stated that their location has not had a resident council meeting

for six years. Further, the cameras in her building do not work and cause more criminal

activity. Lastly, she highlights Denise Kimble and Dorothy Raimey’s efforts to get the

election moving forward.

Robert Pits residents, Frank, Jimmy Fung Amy, Shun Hao, Charles Sr., Nicole Jackson,

and Vera Seymore all spoke on to retain Marshall Johnson as an employee at Robert Pits.

Reed Condit, resident of 666 Ellis, expressed his satisfaction with the installation of

Wireless Internet. He requested that the Housing Authority conduct a survey on how

effective the wireless installations have been because he hasn’t been getting a good

connection.

Avis Williams, Bayview Hunters Point, requested that the Commissioners investigate the

dust in the air and what can be done to lower the amount of dust.

Tessy Esther, President of Hunter’s View resident council and CEO of Mothers Against

Crime, expressed concerns over Urban Strategies. Specifically, what is Urban Strategies

doing with the money it is getting and what services are being provided?

Cassandra Bennett, resident of Westside Courts, presented a petition on behalf of the

eligibility worker, Don Jones, to remain employed with the Authority because has been

very supportive of the residents.

Judy Aspen, resident of 345 Arguello, stated that she was concerned with the money that

is being provided to tenant associations and how they are being audited.

Item 4: Secretary’s Report

Secretary Alvarez reported all information is contained in the report. Secretary Alvarez

stepped out to speak with the Shiloh Organization.

Item 5: Tenant Representative Report

1. Citywide Council Senior Disabled

Dorothy Raimey, President stated that the Housing Authority has not been

monitoring the Senior elections as the CFR requires. Further, Denise Kimble

traditionally assists with translations of documents for CCSD. Ms. Raimey further

commented Ms. Martin did not inform her of meeting she held at 666 Ellis. Ms.

Raimey requested that Ms. Kimble be reinstated to assist seniors and disabled.

President Brown asked Roger Crawford whose responsibility it is to monitor the

elections.

Roger Crawford, Special Assistance to the Director, referred to Tim Larsen for an

answer.

Tim Larsen, General Counsel of the Authority, stated that the Authority monitors the

funds that are spent through each resident counsel. The Authority has acknowledged

this in a letter sent to all resident councils. Further, the Authority will monitor the

election but a third party must be present to sanction the elections.

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President Brown asked who is responsible for establishing the third party.

Mr. Larsen responded that the Authority may assist in finding a third party for the

elections.

Commissioner Brown requested that the issue with resident councils conform to the

HUD guidelines.

Commissioner Safai asked if these issues have been on-going?

Commissioner Brown responded yes, these are long-time issues.

2. Public Housing Tenant Association (PHTA)

Neola Gans, PHTA treasurer, stated that the PHTA has now completed their full

board. Ms. Elizabeth Jones was elected to the office of First Vice President’s, and

Fala Satelli was elected to the Non-Voting seat. At the end of September, the PHTA

met with Potrero Annex to discuss their status in the PHTA. The PHTA leadership

voted to reinstate the board as PHTA members. Ms. Gans provided further comment

and re-iterated the need for assistance from the Authority.

Item 6: Regular Business

A. Consent Items

Minutes

o Minutes of regular Board meeting held on October 13, 2011

Motion: Commissioner Hunnicutt moved to accept minutes of August 25, 2011

Commissioner Safai seconded the motion

Vote: All approved

B. Action Items

1. [Report-Results of Independent Audit for the Fiscal Year Ending 2010.]

Presented by: Brian Nemeroff, CPA, Berman Hopkins Wright & LaHam, CPA’s

and Associates, LLP

Brian Nemeroff explained that the audit packet that was provided to the

Commissioners.

Commissioner Schwartz asked for an explanation of the difference between

Unqualified, Qualified and Adverse findings.

Mr. Nemeroff explained the Adverse is the worst score Qualified is in the middle

and Unqualified is the best corrective measures need to be put in place.

Commissioner Brown recommended that staff resolve these matters.

5

Commissioner Hunnicutt asked what the best results would be?

Mr. Nemeroff responded that unqualified would be the best result.

Public Comment: Judy Aspen suggested that the Authority use a computer that scans checks and

takes the money directly out of the resident’s bank account.

2. [Resolution Authorizing the Executive Director to enter into a memorandum

of Understanding with the San Francisco Public Utilities Commission for

High Voltage Power Pole services for FY 2011/2012 through 2012/2013 in an

amount not to exceed $150.000.] Presented by: Barbara Smith,

Administrator, Development and Modernization Department

James Mark, Sr. Project manager for Modernization explains there are 5

developments where voltage is increasing. This MOU replaces an existing

contract with the SFPUC.

Public Comment: None

Motion: Commissioner Hunnicutt moved to approve

Commissioner Allen seconded the motion

Vote: All approved

3. [Report: HUD Corrective Action Plans for the Housing Choice Voucher

Program.] Presented By: Pamela Palpallatoc and Nicole McCray, Management

Analyst and Acting director of the Housing Choice Voucher Program (Formerly

“Section 8”)

Pamela Palpallatoc provided updates on the Corrective Action Plans. Ms.

Palpallatoc highlighted Yoshiko Kennedy, Allyn Hayes, Shawna Freeman and

Lily Dong who were recognized by the Veterans Association for outstanding

service.

Commissioner Schwartz asked for an update on the back log.

Mr. Alvarez stated that the Authority is attempting to meet the requirements of

the required re-certifications of a current month because, provided the staffing,

we are unable to catch up on the backlog files in addition to catching up on the

backlog.

Commissioner Schwartz stated that Mr. Alvarez’ answer sounds correct.

Mr. Alvarez provided an example for the backlog and further stated that HUD

understands the difficulty that the Authority is facing. The SEMAP score will be

submitted for the last fiscal year and we are expecting to receive a standard

performing rate for the Housing Choice Voucher Program.

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Public comment: None

Item 7: Commissioners Comments

Commissioner Micah Allen invited the public to the Bayview YMCA

Community Healthy Day 10/29/11 9-3

Commissioner Ahsha Safai requested the secretary to report on the conditions of

air quality and the money Urban Strategy is receiving what services are being

provided and how they are using their money.

Commissioner Dorothy Smith Commented on the monitored air quality

Item 8: Closed Session

No closed session

Item 9: Adjournment by consensus 19:32

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AGENDA

SAN FRANCISCO HOUSING AUTHORITY BOARD OF COMMISSIONERS

Agenda Category: Action - Housing Choice Voucher Department (formerly Section 8)

Agenda Title: Resolution Authorizing the Executive Director and the President of

the Board of Commissioners to Sign the Section 8 Management

Assessment Program (SEMAP) Certification for Fiscal Year 2010.

Presented By: Nicole McCray-Dickerson, Acting Director, HCV Department

SUMMARY:

On September 10, 1998, the Department of Housing and Urban Development (“HUD”)

published in the Federal Register the Final Rule establishing the Section 8 Management

Assessment Program (“SEMAP”). On August 17, 2000, HUD issued Notice PIH 2000-34

requiring the electronic submission of the SEMAP certification.

[Continued on Page 2]

Attachments: I. Resolution

II. FYE 2010 SEMAP Report

Copies of any attached documents are available at the clerk’s desk.

DEPARTMENTS REQUESTED ACTION:

Staff recommends adoption of this Resolution.

EXECUTIVE DIRECTOR’S RECOMMENDATION:

The Executive Director recommends adoption of this Resolution.

Agenda Item No. 1

Date: November 10, 2011

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SEMAP consists of 14 primary indicators with points assigned to each indicator for a total

maximum of 145 points. The indicators and their respective maximum points are as follows:

1. Selection from the Waiting List 15 points

2. Reasonable Rent 20 points

3. Determination of Adjusted Income 20 points

4. Utility Allowance Schedule 5 points

5. HQS Quality Control Inspections 5 points

6. HQS Enforcement 10 points

7. Expanding Housing Opportunities 5 points

8. Payment Standards 5 points

9. Annual Reexamination 10 points

10. Correct Tenant Rent Calculations 5 points

11. Pre-Contract HQS Inspections 5 points

12. Annual HQS Inspections 10 points

13. Lease-Up 20 points

14. Family Self-Sufficiency Enrollment 10 points

In addition, a bonus indicator, Deconcentration Bonus has a maximum of 5 points.

HUD has determined that Housing Authorities that score over 90% or higher are High

Performers, 60%-89% are Standard Performers, and less than 60% are Troubled.

The Authority has completed the appropriate test and determined that the scoring for the fiscal

year ending September 30, 2010 is 105 points or a 72% scoring; establishing the Authority as a

Standard Performer.

9

ATTACHMENT I

Resolution

10

RESOLUTION NO: _______________

DATE ADOPTED: November 10, 2011

RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR AND THE PRESIDENT OF THE

BOARD OF COMMISSIONERS TO SIGN THE SECTION 8 MANAGEMENT ASSESSMENT

PROGRAM (SEMAP) CERTIFICATION FOR FISCAL YEAR 2010

WHEREAS, the U.S. Department of Housing and Urban Development (“HUD”) on September 10, 1998 issued a

notice in the Federal Register establishing the Section 8 Management Assessment Program (“SEMAP”), as set

forth in 24 CFR 985, to objectively measure public housing agency performance in Section 8 tenant-based

assistance program areas; and

WHEREAS, HUD on August 17, 2000 issued Notice PIH 2000-34 (“HA”) requiring submission of SEMAP

Certification electronically; and

WHEREAS, the San Francisco Housing Authority (“Authority”) has completed the reviews to determine the

Authority scoring for the 14 indicators of SEMAP report for the fiscal year ended September 30, 2010; and

WHEREAS, the Authority has determined that the scoring for the fiscal year ended September 30, 2010 is 105

points or a 72% scoring establishing the Authority as a Standard Performer; and

WHEREAS, HUD requires that the Section 8 Management Assessment Program (SEMAP) Certification be

signed by the Executive Director and the President of the Board of Commissioners prior to the electronic

submission to HUD; and

NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE HOUSING AUTHORITY

OF THE CITY AND COUNTY OF SAN FRANCISCO THAT:

1. The Executive Director and the President of the Board of Commissioners is hereby authorized to sign the

Section 8 Management Assessment Program (SEMAP) Certification to HUD in accordance with 24 CFR

985.

2. This Resolution becomes effective immediately.

APPROVED AS TO FORM AND LEGALITY: REVIEWED BY:

_____________________________________ _________________________________

Tim Larsen, Assistant General Counsel Rev. Amos Brown, President

______________________________________ _________________________________

Date Date

11

ATTACHMENT II

FYE 2010 SEMAP Report

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AGENDA


Agenda Category: Action- Housing Development & Modernization Department

Agenda Title: Resolution Authorizing the Executive Director to enter into a Contract with C.M.

Construction for a New Retaining Wall at CAL 1-19(2), 1750 McAllister Housing

Development in an amount not to exceed $306,057

Presented By: Francis Eng, Senior Project Manager, Housing Development & Modernization

Department

SUMMARY:

The attached resolution authorizes the Executive Director to enter into a Contract with C.M. Construction for a

new retaining wall at CAL 1-19(2), 1750 McAllister Housing Development in an amount not to exceed $306,057.

(Supporting Documentation is attached as “Attachment II.”)

BACKGROUND

The 1750 McAllister development is located between Baker and Broderick Streets. The 12 story building was

built in 1974 with 97 apartments for senior and disabled households. On the north side of the site there is a 138

foot long concrete retaining wall that was built prior to the Authority acquiring the property. This retaining wall is

between four to five feet high with a four foot high wood bulkhead above the wall. The retaining wall shows signs

of substantial wear and tear with areas of concrete spalling and surface cracks all along the wall. The top of the

retaining wall and wood bulkhead are leaning forward by approximately 11% or 6.3 degrees and at risk of failure

to hold back the steep downward sloping property to the north.



II. Bid Solicitation Process and Analysis





Agenda Item No. 2


14

New Site Retaining Wall

November 10, 2011

Page 2

Based on a field investigation by the Authority’s structural engineering consultant, the original retaining wall

appears to have little or no steel reinforcing and no drainage system. Because of the lack of drain holes, rain water

accumulates behind the wall adding additional pressure, contributing to the wall’s deflection, and increasing the

likelihood of failure. The engineer recommended constructing a new reinforced concrete retaining wall in front of

the original wall as the most cost effective solution to strengthening the deteriorating wall and stabilizing the

hillside at the rear of the property.

The general scope of work associated with this project includes:

Construction of a new 10 foot high and 138 foot long steel reinforced concrete retaining wall with a

concrete grade beam and 24 inch diameter concrete piers

Installation of new drain pipe at the footing of the new retaining wall

Installation of drain holes in new wall

Installation of compacted drain rock in the cavity between new and old wall

The lowest, responsive, and responsible bidder is C.M. Construction. C.M. Construction’s bid is 2 percent lower

than the construction cost estimate of $309,405 developed by Holmes Culley Structural Engineers. Their bid is

considered reasonable and acceptable and upon request, C.M. Construction reviewed their bid and informed

HD&MOD that they stood by their bid.

According to the reference check on past projects performed by C.M. Construction, the firm is a responsible

contractor with a good record. C.M. Construction has performed well on similar size projects for other public

projects, has a good history of performing well and minimizing contractor initiated change orders. A debarment

check was made with California Department of Industrial Relationship and California State License Board and

shows that C.M. Construction is not debarred from Federal Procurement and Non-Procurement work.

C.M. Construction will provide a two-year guarantee for materials and workmanship in compliance with

Authority standards.

C.M. Construction is currently pursuing one (1) new position – laborer – to meet resident hiring contract

requirements and has initiated contact with the Authority for resident hiring referrals. One sub-contractor will also

be pursuing one new position – Journeyman of concrete.

C.M. Construction is a MBE/WBE for $116,597 or 38% of the construction cost of the project. One Sub-

Contractor is MBE/WBE for $182,100 or 60%. Therefore, the total MBE/WBE participation is at 98%.

15

ATTACHMENT I

Resolution

16

RESOLUTION NO. __________

ADOPTED: November 10, 2011

RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO A CONTRACT

WITH C.M. CONSTRUCTION FOR A NEW RETAINING WALL AT CAL 1-19(2), 1750 McALLISTER

DEVELOPMENT IN AN AMOUNT NOT TO EXCEED $306,057

WHEREAS, The San Francisco Housing Authority publicly advertised Solicitation No. 11-620-IFB-025 for the

New Site Retaining Wall project at CAL 1-19(2), 1750 McAllister Housing Development; and

WHEREAS, C.M. Construction submitted the lowest responsive and responsible bid of $306,057 to provide the

New Site Retaining Wall at CAL 1-19(2), 1750 McAllister Housing Development; and

WHEREAS, these services are necessary to protect the safety and welfare of residents and to preserve the

Authority’s real property assets; and

WHEREAS, funding is available through the Department of Housing and Urban Development (“HUD”) Year

2010 Capital Fund Program budget; and

WHEREAS, the procurement process for those actions covered by this resolution meet the procurement

standards of 24 CFR 85.36 “Procurement”, HUD Handbook 7460.8 REV 2, “Procurement Handbook for Public

Housing Agencies”, the San Francisco Housing Authority Procurement Policy Manual and State of California and

local laws; and

WHEREAS, all additional relevant documents submitted by the low bidder have been reviewed and found to be

in order; and

WHEREAS, C.M. Construction will meet the Resident Hiring requirements.



1. The Executive Director is authorized to enter into a contract with C.M. Construction for the New Site

Retaining Wall at CAL 1-19(2), 1750 McAllister Housing Development, in an amount Not-To-Exceed

$306,057.

2. This resolution shall take effect immediately.


_________________________________

Tim Larsen, General Counsel Rev. Amos Brown, President

Date:_____________________________ Date:

17

ATTACHMENT II

Bid Solicitation Process and Analysis

18

BID SOLICITATION PROCESS AND ANALYSIS

HD& Mod developed the Invitation for Bid documents, Plans, and Specifications based on master

procurement documents furnished by Procurement and construction documents (drawings and technical

specifications) furnished by the Authority’s structural consultant. The documents were reviewed and

approved by Procurement prior to the start of the bid process.

The Authority issued Solicitation No. 11-620-IFB-025 on July 22, 2011, following review and approval of the

solicitation by the Finance and Procurement & Contracts (Procurement) Departments. The procurement process

for the action covered by this resolution meets the procurement standards of 24 CFR 85.36 “Procurement”, HUD

Handbook 7460.8 REV 2, “Procurement Handbook for Public Housing Agencies”, the San Francisco Housing

Authority Procurement Policy Manual, and the State of California, and local laws.

The Invitation for Bid advertisement refers potential bidders to www.ebidboard.com and

http://nahro.economicengine.com/ where the Plans and Specifications are available for free viewing and

downloading.

The Authority also advertised for bidders and outreached to potential bidders as follows:

Past Bidders List, Contractors Blue Book & Yellow Pages: The Authority e-mailed, faxed, or mailed its

Invitation for Bid advertisement to One Thousand Three Hundred Seventy (1,370) individual contractors from the

Authority’s Past Bidders List, the Contractors Blue Book and Telephone Directory Yellow Pages.

HRC: The Authority e-mailed, faxed or mailed its Invitation for Bid advertisement to Two Hundred Seventy-Six

(276) Local Business Enterprise (LBE) contractors listed by the San Francisco Human Rights Commission.

Labor Unions: The Authority faxed and emailed its Invitation for Bid Documents, Plans & Specifications to the

San Francisco Buildings Trade Council.

Newspapers: The Authority publicly advertised its Invitation for Bid advertisement in the following newspapers:

Daily Pacific Builder, (trade publication)

San Francisco Bay View, (African American community)

Sing Tao, (Asian American Community)

Small Business Exchange, (MBE/WBE and DBE community)

Public Agency Websites: The Authority e-mailed its Invitation for Bid advertisement to the following agencies

who placed the advertisement in their website bulletin boards:

City and County of San Francisco (City Purchasing Department),

U.S. Department of Commerce’s BIDNET (Minority Business Development Agency),

Builders Exchanges: The Authority notified the following Builders Exchanges, where the documents are

available to Contractors to view at no charge:

San Francisco Builders Exchange,

Peninsula Builders Exchange,

Builders Exchange of Alameda County,

http://www.ebidboard.com/

http://nahro.economicengine.com/

19

Santa Clara Builders Exchange,

Contra Costa Builders Exchange, and

Marin Builders Exchange

Eight (8) potential bidders requested the Invitation for Bid documents and Plans & Specifications that were issued

by HD&MOD. The on-site bid walks were conducted by HD&MOD on August 9, 2011. In attendance were ten

(10) contractors along with the Authority’s structural consultant, and HD&MOD project manager and inspector.

On the closing date for the solicitation, August 29, 2011, the Authority received bids from two (2) contractors.

The bid documents were publicly opened and read aloud. The submittal documents were reviewed by HD&MOD

and forwarded to Procurement for review and approval to prepare this resolution. The Contractors’ bids are as

follows:

RESPONSIVE BID PROPOSALS

Bidder Bid

Proposal

25%

Resident

Hiring

Contractor

MBE/WBE

Sub

Contractors

+

Suppliers

MBE/WBE

Sub Contractor

% of Total Job

Total

MBE/

WBE

C.M. Construction $306,057 Yes Yes Two @

$189,460

60% 98%

Bayview Painting

& Construction.

$534,995 Yes Yes Two @

$445,245

22% 39%

Per HUD-5369 Instructions to Bidders, the contract award is based on the lowest, responsive, and responsible

bidder. Based on the above, the lowest, responsive, and responsible bidder is C.M. Construction. C.M.

Construction’s bid is 2 percent lower than the construction cost estimate of $309,405 developed by Holmes

Culley Structural Engineers. Their bid is considered reasonable and acceptable and upon request, C.M.

Construction reviewed their bid and informed HD&MOD that they stood by their bid.

According to the reference check on past projects performed by C.M. Construction, the firm is a responsible

contractor with a good record and has similar construction experience with other agencies. C.M. Construction has

performed well on similar size projects for other public projects, has a good history of performing well and

minimizing contractor initiated change orders. A debarment check was made with California Department of

Industrial Relationship and California State License Board and shows that C.M. Construction is not debarred from

Federal Procurement and Non-Procurement work.

C.M. Construction will provide a two-year guarantee for materials and workmanship in compliance with

Authority standards.

20

C.M. Construction is currently pursuing one (1) new position – laborer – to meet resident hiring contract

requirements and has initiated contact with SFHA for resident hiring referrals. One sub-contractor will also be

pursuing one new position – Journeyman.

C.M. Construction is a MBE/WBE for $116,597 or 38% of the construction cost of the project. One Sub-

Contractor is MBE/WBE for $182,100 or 60%. Therefore, the total MBE/WBE participation is at 98%.

Upon completion of this new site retaining wall, the original wall and the hillside at the rear of the property site

will be strengthened and stabilized and provide safety to residents. The Authority’s property investment will also

be preserved and enhanced.

21

AGENDA


Agenda Category: Action- Office of General Counsel

Agenda Title: Resolution Authorizing the Executive Director to Execute a Contract with Hanover

Insurance Company for Automobile Insurance in an Amount Not to Exceed

$151,367.00

Presented By: Tim Larsen, General Counsel

SUMMARY:

The San Francisco Housing Authority’s (“the Authority”) automobile insurance coverage is up for renewal for the

2011-2012 policy period. Hanover Insurance Company provided the lowest quote. The coverage limits and

deductible amounts are the same as last year, and the premium quoted for the 2011-2012 policy year is 3,500.00

less than the premium quoted last year. The coverage limits for the renewal policy are as follows:

COVERAGE PER OCCURRENCE LIMIT AGGREGATE LIMIT DEDUCTIBLE

Property Damage and

Bodily Injury

$1million $1 million $500.00








Agenda Item No. 3


22

Resolution Automobile Insurance

November 10,, 2011

Page 2

Procurement:

The Authority used the services of Brown and Brown Insurance, a broker, to solicit multiple quotes. The

next lowest quote for the same coverage was fifty thousand dollars higher.

23

ATTACHMENT II

Resolution

24

RESOLUTION NO.: ________________


RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO EXECUTE A CONTRACT WITH

HANOVER INSURANCE COMPANY FOR AUTOMOBILE INSURANCE IN AN AMOUNT NOT TO

EXCEED $151,367.00

WHEREAS, Section 305, Part Two of the Annual Contributions Contract dated August 27, 1964, as amended,

between the Housing Authority of the City and County of San Francisco (“the Authority”) and the U.S.

Department of Housing and Urban Development (“HUD”) requires the Authority to insure its interest against

risks associated with its particular type of operations; and

WHEREAS, funding for the 2011-2012 coverage is available as part of the Authority’s 2011-2012 Low Income

Operating;


FOR THE CITY AND COUNTY OF SAN FRANCISCO THAT:

1. The Executive Director is hereby authorized to contract with Hanover Insurance Company for automobile

insurance in an amount not to exceed $151,367.00.

2. This resolution shall take effect immediately.

APPROVED AS TO FORM AND LEGALITY: APPROVED:

_______________________________________ _____________________________________

Tim Larsen, Acting General Counsel Rev. Amos Brown, President

Date:_____________________________ Date:

25

AGENDA


Agenda Category: Action- Housing Development & Modernization Department_____________

Agenda Title: Resolution Authorizing the Executive Director to revise the Recruitment and

Selection Section of the San Francisco Housing Authority’s Personnel, Policies,

Rules

Presented By: Phyllis Moore-Lewis, Human Resources Manager, Human Resources Department

SUMMARY:

The attached resolution authorizes the Executive Director to revise the Recruitment, Selection and Probationary

Periods of the Personnel Policies, Rules and Procedures. (Supporting Document is attached as Attachment II.)

BACKGROUND

The SFHA recognizes the need to continuously revise its policies and procedures to ensure that they are consistent

with current law and best business practices. These revisions serve as a basis to establish a uniform policy to

promote fair and consistent application of recruitment, examination and selection practices for filling vacant

positions and to ensure compliance with applicable federal and state laws that pertain to recruitment, examination

and selection. These goals, applied consistently, will also ensure a transparent recruitment and selection process.

The prior policy was adopted in 2001 by Resolution 4989.



II. Strikeout version of policy

III. Final policy






Agenda Item No. 4


26

Personnel Policy

November 10, 2011

Page 2

The primary changes to the Recruitment and Selection Policy include the following:

Addition of a Purpose Statement that clearly identifies the need for the policy.

Addition of a statement which delineates explains management’s commitment to the recruitment process.

Addition of a Communication statement which delineates the Authority’s commitment to apprise the

employees, applicants and the general public of the policy.

Addition of Roles and Definitions for the Senior Management Team, managers/supervisors and human

resources staff.

Collaboration with subject matter experts to develop a defensible selection procedure for each

recruitment.

Requirement that all regular (permanent) vacancies be announced.

Distinguishing between regular and temporary hiring process.

Deletion of the probationary period (Section O) which will be its own policy

Deletion of Professional and Independent Contractors (Section M)

Deletion of Recruitment and Retention Allowance (Section N)

The San Francisco Housing Authority collaborated with staff from the General Services Agency (“GSA”), staff

in helping us arrive at the revised policy and procedure.

27

Attachment I

Resolution

28

RESOLUTION NO.: _______________


RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO REVISE THE PERSONNEL

POLICIES, RULES AND PROCEDURES; RECRUITMENT, SELECTION AND PROBATION POLICY

TO BE HEREAFTER REFERRED TO AS RECRUITMENT AND SELECTION POLICY AND

PROCEDURES.

WHEREAS, the San Francisco Housing Authority (“Authority”) recognizes the need to continuously revise its

policies and procedures to ensure that they are consistent with current law and best business practices; and.

WHEREAS, the Authority recognizes the need to establish a uniform policy to promote fair and consistent

application of recruitment, examination and selection practices for filling vacant positions;

WHEREAS, the Authority recognizes the need to ensure compliance with applicable federal and state laws that

pertain to recruitment, examination and selection; and

WHEREAS, the Authority recognizes that these changes will result in a more transparent recruitment and

selection process



1. The Executive Director is authorized to revise the Personnel, Policies, Rules and Procedures, Recruitment,

Selection and Probation Periods as presented.

2. This Resolution shall take effect immediately.


_________________________________

Tim Larsen, Acting General Counsel Rev. Amos Brown, President

Date:_____________________________ Date:

29

Attachment II

Strikeout Version of Policy and Procedures

44

Attachment III

Final Policy and Procedures

45

SAN FRANCISCO HOUSING AUTHORITY

Personnel Policies, Rules and Procedures

RECRUITMENT, SELECTION

PURPOSE

To establish a uniform policy to promote fair and consistent application of recruitment,

examination and selection practices for filling all vacant positions with the San Francisco

Housing Authority (SFHA) and to ensure compliance with all applicable federal and state

laws as they pertain to recruitment, examination and selection. To attract and select the

most qualified candidate in a timely manner, to ensure that examination methods are job

related, valid, and that positions are filled competitively.

POLICY STATEMENT

The SFHA is committed to ensuring that all appointments will be based

on merit and ability and to actively recruiting from all segments of the

community it serves and to achieving a qualified workforce that reflects

the diversity of our clients and residents. Consistent with the policy

guidance of the U.S. Department of Housing and Urban Development’s

economic development expectations, the SFHA will endeavor to improve

the economic status of public and subsidized housing residents by giving

preference in initial employment to residents of public housing and leased

(Section 8) housing. The SFHA will also strive to promote its qualified

employees to the highest extent possible. For purposes of this policy, a

“resident of public housing” is any person whose name is on the lease of a

public housing residential unit or a person whose name is on a lease of a

public housing residential unit or a person covered by a covered by a

Section 8 certificate. Outreach efforts will also extend to the community

surrounding SFHA developments.

The SFHA will not show preferential treatment to relatives of employees

in the selection process, nor will relatives be automatically excluded from

employment or advancement. The SFHA will not appoint or place a

person into a position that is supervised by an employee who is related to

that person by blood or marriage. Additionally, no supervisor will rate

or attempt to make or influence any employment or monetary decisions

for anyone related to him/her by blood or marriage. In instances where

nepotism may exist, all parties involved, i.e., supervisors, employees and

applicants, must inform the SFHA of such relationships, regardless of

when or the circumstances under which the relationship develops.

Failure to notify the SFHA of the relationship by anyone involved in a

nepotistic situation will be viewed as a serious breach of the standards of

conduct.

Individuals with criminal convictions will be evaluated for employment

suitability in accordance with relevant federal and state laws and

regulations and the SFHA's policies on background investigations.

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COMMITMENT FROM MANAGEMENT

The Executive Director, Human Resources Manager and Senior Management Team accept

responsibility for ensuring that all hiring practices are applied consistently and equitably, thereby

demonstrating commitment and support of the Recruitment and Selection Process.

COMMUNICATION

The SFHA will implement strategies to inform employees, applicants and the general public of

the Recruitment and Selection Policy. The policy will be included in the SFHA’s Policy and

Procedures Manual, the SFHA Human Resources website and will be made available in the

SFHA Human Resources Department located at 1815 Egbert Avenue, 2nd

Floor, San Francisco.

Employees with questions may contact SFHA Human Resources at (415) 715-3101.

ROLE DEFINITIONS AND EXPECTATIONS

Executive Director, Human Resources Manager and Senior Management Team are

responsible for leading, developing and implementing recruitment and selection procedures and

demonstrating commitment and support for a fair and consistent application of recruitment and

selection.

Managers and Supervisors are responsible for evaluating the need for filling vacant positions;

maintaining accurate and current position descriptions; understanding the concept of the merit

based systems and the recruitment and selection policies and procedures; communicating the

process to employees; making every effort to achieve and maintain a diverse workforce;

demonstrating commitment and support for merit based recruitment and selection; and

recommending the applicant who best fulfills the needs and requirements of the position.

Human Resources Staff is responsible for providing technical advice and assistance to

managers and supervisors; developing policies and procedures for merit based actions and

demonstrating commitment and support for the program of daily operations; and monitoring

recruitment and selection activities for adherence to policies.

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RULES AND PROCEDURES

A. HIRING OF RELATIVES

The SFHA reserves the right not to hire relatives of staffs who are presently employed and

who would be working within the same department. Employees who are related by blood or

marriage cannot report to one another. Current employees who become married or otherwise

related to other employees while working will be allowed to continue their employment, if

there are no direct reporting relationships involved. Employees related by blood or marriage

are prohibited from making or influencing any employment decisions for each other.

B. REINSTATEMENT OF FORMER EMPLOYEES

Former employees are eligible to apply for vacancies for which they meet the minimum

qualifications if their separation from the SFHA was not the result of misconduct or poor

performance. Unless prohibited by MOU provisions, reinstatement can be effected within

three (3) years of the separation date without having to conduct a formal recruitment

process. Reinstated employees must serve the required probationary period.

C. INTERNAL CANDIDATES

In filling vacant positions, preference shall be given to current qualified SFHA employees

over external candidates, when merit and ability are equal as determined by a qualifications

assessment process. Internal candidates will include any person on the lease of a public

housing dwelling or a Section 8 participant.

D. EMPLOYMENT ELIGIBILITY VERIFICATION

All prospective applicants who are citizens of the United States are eligible for employment

consideration by the SFHA. Applicants with permanent resident-alien status, or who have

work visas covering the term of their employment may also be considered for employment.

During new hire on-boarding, the prospective employee will be required to provide proof of

citizenship or a legal right to work in United States. Any applicant who fails to provide

proof of citizenship or eligibility to work in the United States through the timely completion

of the Form I-9 will be disqualified immediately.

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E. CAPABILITY TO PERFORM

All employees must be medically and physically capable of performing the essential duties

and responsibilities of the class to which they are hired and in accordance with the

provisions of the Americans with Disabilities Act. The SFHA reserves the rights to have

prospective and existing employees submit to a “fitness for duty” medical examination.

F. MINIMUM QUALIFICATIONS AND TESTING

Minimum qualifications for each class can be satisfied through any combination of

experience, education or training that would likely provide the knowledge, skills and

abilities identified in the classification description. A standard statement to this effect will

be included in all classification descriptions and employment opportunity announcements.

Formal education beyond that which is minimally required can substitute for required

experience based on one (1) year of education being equal to six (6) months of experience.

Experience beyond that which is minimally required can substitute for required education on

a year- for- year basis. Testing will be administered to assess job-related knowledge, skills,

and abilities. Employment tests will be administered only by the Human Resources

Department in accordance with the EEOC “Uniform Guidelines on Employee Selection”

and may consist of any combination of written, oral or other exercises or assessment

procedures that evaluate, but that are not necessarily limited to, typing, math and English

skills, computer and software proficiency, writing ability, reading comprehension, analytical

ability or any other job-related knowledge, skill, ability or qualification. The SFHA may

without notice, change or eliminate any particular assessment component or combination of

components as the needs of the agency dictate An existing alternate eligible list may be used

when the compensation, knowledge, skills, abilities and other qualifications of the class

being considered as an alternate, equal or exceed those of the class for which there is no list.

G. REFERENCE CHECKS

Reference checks will be conducted on all applicants selected for hire by the SFHA.

Preferably, at least two (2) of the references will be former supervisors of the candidate.

Information gathered through the reference checks that indicate misrepresentation of skills,

work history, educational background, or a record of misconduct or poor performance will

normally result in the withdrawal of any conditional employment offer.

H. CREDENTIALS VERIFICATION

When a specific license, certificate, or degree is required for the class, or claimed by the

applicant (whether or not required by the position), the applicant will be required to provide

proof of its existence. Copies of documents submitted as proof will be kept in the

employee's personnel file. Additionally, SFHA will independently verify all degrees and

credentials claimed.

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I EMPLOYMENT DURATION, OFFERS AND NEW EMPOYEE PROCESSING

The SFHA makes no commitment or guarantees of employment for any specific duration.

No one is guaranteed continued employment. All employment offers will be made only by

Human Resources after consultation with the hiring supervisor and receipt of all required

approvals. Employment offers must be made in writing and no one will begin work until the

acceptance of such offer is confirmed in writing and all requirements have been satisfied,

e.g., tests, drug and alcohol tests, criminal background checks, credentials and reference

checks, and the employee has processed through Human Resources.

J UNSOLICITED APPLICATIONS/RESUMES

The SFHA accepts applications and resumes only for positions that are under active

recruitment. Unsolicited applications or resumes will be destroyed, or at the SFHA’s

discretion, retained for inclusion in future recruitments for which the applicant may qualify.

Applications will be retained no longer than six (6) months.

K BILINGUAL

Periodically the SFHA may recruit to fill bilingual positions to meet business needs.

Recruitment and selection will be consistent with established guidelines.

RECRUITMENT AND SELECTION PROCEDURES – REGULAR

The SFHA will strive to actively recruit from a variety of sources to achieve a diverse workforce

that successfully meets the department’s services and needs.

1. Human resources, in consultation with the hiring supervisor, will determine recruitment

strategy and the qualification assessment process, including the types of media for

publicity, screening and assessment devices to be administered.

2. The SFHA, for the evaluation of candidate’s qualifications uses the concepts of job

analysis and the development of a crediting plan based upon knowledge, skills, and

abilities (KSA’s), and benchmarks identified in the job analysis. All regular positions

must include a completed job analysis using the SFHA Job Analysis Forms. This process

will delineate the major activities of a job, outline the KSAs required for successful

performance of each activity, and provide examples of experience and/or education that

demonstrate possession of a KSA. The Subject Matter Experts (SMEs) and HR Staff will

insure that the critical tasks; competencies, KSA’s, training and experience requirements,

including any selective criteria, necessary to successfully perform the duties of the

position have been identified.

3. Prior to posting the job announcement, the SMEs in collaboration with Human Resources

will determine any selection tool(s) that will be used in the selection process. Any

selection tool(s) utilized will be objective, based upon job-related KSA’s and consistently

applied to all applicants in the final applicant pool. Some examples of selection tools

include structured interview, in-basket exercise, written tests, skills tests, and reference

checks.

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4. All regular (permanent) vacancies will be announced. The Human Resources

Department will prepare the job announcement based on information from the job

analysis and position description. The hiring supervisor and HR Staff will determine the

appropriate option in posting the job announcement (internal to the agency or external).

In addition, HR will consult with the hiring supervisor to determine if additional

recruitment sources, if needed, to target specific audiences, including professional

journals, newspapers, etc.

5. All applications/resumes received by the filing deadline will be screened by Human

Resources against the class minimum qualifications and acknowledgement letters will be

sent to all applicants. Applicants who do not submit a SFHA employment application at

the time they apply must complete one prior to reporting to work.

6. HR staff will review the initial applicant pool to identify applicants with preference (i.e.,

residents of public housing and leased (Section 8) housing. These applicants will be

referred to the next phase of screening.

7. Following the initial screening, either all or an appropriate number of the most highly

qualified applicants will be scheduled for tests, or qualifications assessment exercises that

have been deemed appropriate.

8. Interview rating panels will consist of at least two (2) people and subject matter experts

and to the best extent possible represent the diversity of the SFHA. An HR representative

is also required to observe the process but will not rate candidates. The hiring supervisor

may not serve on the panel. Panel members meet the following criteria: 1) hold the same

or higher grade level as the position, and 2) a majority of the panel members must be

familiar with the position’s subject matter.

9. Employment eligibility lists will be established as the result of the qualifications

assessment process and forwarded with copies of applications/resumes to the hiring

supervisor. Once a candidate has been tentatively selected, that supervisor or in some

cases, Human Resources will conduct reference checks to verify past work performance.

Human Resources will verify credentials and initiate a criminal background check at or

prior to on boarding.

10. All applications/resumes that were sent to the hiring supervisor will be returned to

Human Resources and kept on file in accordance with record retention requirements.

Candidates who were interviewed and not selected will be notified by Human Resources.

11. Upon receiving written notice from the hiring supervisor of the candidate selected, with

concurrence by the Administrator and/or Executive Director, Human Resources will

consult with the hiring supervisor on the appropriate amount of compensation to be

offered and send a written employment offer to the prospective employee.

12. The offer letter must be signed by the prospective employee in the acceptance signature

block and returned to Human Resources within three (3) business days. The original

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signed copy will be placed in the employee’s personnel folder. Payroll will receive a

copy of the approved Personnel Request Form and Personnel Action form for its records

and processing.

TEMPORARY APPOINTMENT PROCESS

Temporary employment is viewed as a “stop gap” measure involving the replacement of staff or

providing assistance with a specified project. Temporary employment is for a fixed term i.e.,

three (3), six (6), or nine (9) months or for the duration of a specific task. Extending the

appointment for an additional term of up to 6 months may be permitted, but only in exceptional

circumstances.

Temporary appointments are expected to be made in accordance with the general principles of

merit, openness, fairness and transparency but are not required to follow each of the steps

recommended elsewhere in these guidelines for regular appointments. The appointment process

for temporary appointments may be streamlined and simplified.

1. Temporary appointments are made solely at the discretion of the Executive Director or

designee.

2. Human Resources, in consultation with the hiring supervisor, will develop a recruitment

plan and identify qualifications and specific skills required for the position based on the

job description. The recruitment plan will specify whether the selection will be made

from external or internal candidates and the type of selection methods that will be used,

e.g. structured interview, demonstration of skills, panel review, etc.

3. If there is a job analysis on file that accurately assesses the position, there is no

requirement to conduct a new job analysis.

4. Applications or resumes received and retained within the last year prior to the posting of

the job announcement will be available for consideration.

5. The hiring supervisor will utilize selection tools that are objective and based on job-

related competencies. Selection tools will be consistently applied to all applicants in the

final pool. The hiring supervisor will also be responsible for documenting the selection

process and justifying the hiring recommendation and/or decision. The HR staff will be

available for guidance and assistance to the hiring supervisor at any time during the

selection process. The final selection recommendation/decision will be made from

among the most qualified applicants.

6. The recommendation must be submitted to and approved by the Human Resources

Manager (or designee), prior to making an official offer of employment. All employment

offers will be made only by Human Resources after consultation with the hiring

supervisor and receipt of all required approvals. Once a candidate has been tentatively

selected the hiring supervisor or in some cases, Human Resources will conduct reference

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checks to verify past work performance. Human Resources will verify credentials and

initiate a criminal background check at or prior to onboarding.

NOTE: If a temporary position becomes a permanent position, the permanent filling of the

position must follow the processes outlined in the Recruitment and Selection Policy and

Procedures. A temporary employee may be appointed to a permanent position, but only after

successfully completing a merit based selection process in accordance with the SFHA’s

Recruitment and Selection Procedure.

CRAFT EMPLOYEE SELECTION

The following labor organizations Memorandum of Understandings (MOU) contain provisions

regarding Employee Selection and Appointment procedures for their represented employees:

Local 22 - Carpenters

Local 16 - Carpet, Linoleum & Soft-Tile Workers

Local 6 - Electrical Workers

Local 718 - Glaziers Architectural Metal & Glass Workers

Local 261 – Laborers

Local 38 - Plumbers

Local 16 Painters

Local 1021 - Custodians

It is understood and agreed that the provisions of these MOUs prevail over SFHA practices and

procedures and over State laws to the extent permitted by such law. The SFHA Human

Resources website provides online access to every MOU.

CONFIDENTIALITY OF RECORDS

All records associated with the Merit-Based Recruitment and Selection Process shall be

confidential unless otherwise specified by state or federal law, regulation or policy.

DOCUMENTATION OF PROCESS

The SFHA maintains documentation of the Merit-Based Recruitment and Selection process in

order to support the decisions and to provide fact-based information for monitoring and

evaluating recruitment and selection practices and procedures. A file will be maintained for each

hiring process for a minimum of three (3) years. Each file will contain: job analysis, job

announcement, recruitment sources, selection tools and criteria, applications received, interview

questions and responses, and applicant tracking report.

MONITORING AND EVALUATION

The SFHA Human Resources staff will monitor and evaluate workforce data to ensure that

recruitment and selection activities are in compliance with state and federal laws. The monitoring

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and evaluation activities will also include regular reviews of practices, policies, and agency

commitment by senior management.

REVIEW OF THE POLICY

This policy will be reviewed every three years.

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COMMISSIONER’S COMMENT

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CLOSED SESSION

A possible closed session is scheduled in accordance with Government Code

Section 54950, in sequence.

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ADJOURNMENT

commission book part 2 of 2

Documents

commissioner item

commissioner allen

agenda item

commissioner micah allen

regular board meeting

public comments

comment card

executive director