>> this is the housing authority of the city county of san francisco board of commissioners special meeting for february 8, 2024. it is 241 p.m. and i like to call the meeting to order. we can start off with item 2, which is roll call of commissioners starting with president torres. present. commissioner lindo, present. commissioner kim, present. commissioner pikes, present. thank you, we can go to acknowledgment of ramaytush oholone community. >> just give me a moment. if you have it there, bennett. my apologies i don't have it available right away.

the housing authority of the city and county of san francisco we acknowledge that we are on the unceded ancestral homeland of the ramaytush ohlone who are the original inhabitants of the san francisco peninsula. as the indigenous stewards of this land and in accordance with their traditions, the ramaytush ohlone have never ceded, lost nor forgotten their responsibilities as the caretakers of this place, as well as for all peoples who reside in their traditional territory. as guests, we recognize that we benefit from living and working on their traditional homeland. we wish to pay our respects by acknowledging the ancestors and relatives of the ramaytush community and by affirming their sovereign rights as first peoples. thank you very much,

bennett. >> item 4, president report. y >> i will save the president report for later in the meeting. i want to wish everyone a very happy black history month and in celebration of the only mythical creature in the lunar new year calendar the year of the dragon we celebrate on february 10, i hope you are able to take part in celebrations across the city in participation with the african american and black communities of san francisco together with api and chinese communities here in the city and county of san francisco as well. our public libraries are filled with extraordinary resources free for public, programming pr children youth and families and seniors. there is a wonderful exhibit in the children section of the main public library here in close proximity where we are

and extraordinary instillations around black history. we look forward talking to the work we have done with community along with ceo and linda mason in conversations in the western addition part of the city as well furthering efforts to insure we are accessible and engage with community members and residents councils. thank you so much. >> thank you. we can go item 5 for general public comment. before we start i like to note the portion of the agenda isn't intended for debate or discussion. it isn't appropriate for commissioners to engage in debate in a publicly noticed agenda. if you have questions or like to send a matter send to sfhapubliccomment@sfha.org. if you are online you can raise your hand for public comment

and anyone-we have speaking cards too, but looks like we have a general public comment here and you have two minutes per general public comments. that's okay. it is very-it seems very intimidating, it is not. please take your time. don't be nervous and we'll start the time once you begin speaking. take your time. not to worry. very welcome. thanks for coming in today. >> 2003, i walked into sfha office with [indiscernible] [difficulty hearing speaker]

>> that's okay, take your time.

>> 2022 after surgery in 2019. [indiscernible] [difficulty hearing speaker]

>> absolutely. absolutely. thank you for coming. i want you to see mrs. crawford in the back here. who is coming right now, and she'll come and help. please, you come. >> hello. good afternoon. my name is david woods and i am a resident of a apartment building that is managed by tndc, and they are actually a lot of violations the management continues to do. >> which building?

>> 939 eddie street is where i live. they manage both 939 eddie and the building next door which is 951 eddie. they also manage rosa parks and 430 turk. anyway, there is a lot of violations they continue to do for one. they manage the people and not the building. they dont manage the building, they manage the people and there is a door, a side door next to the garage that has been bolted for several months until just recently when i called the fire department and they apparently unbolted it, and we felt that was a hazard if there was a fire or something, somebody need to get out and it has been bolted several months. the tenants have been blamed for wear, disrespectful to the

tenants and no confidentiality of the tenants. i was sitting on the steps next door and the maintenance supervisor had me to move and then a month later i was setting on the same steps and the property manager asked me what i was doing and said i was tress passing. i lived at 939 eddie since [indiscernible] no one said anything to me about it until the current management and i feel i have done nothing wrong by doing that. i feel i should get a letter of apology from them and i haven't. also back in april- >> just refresh, this is for 939 eddie, correct? >> yes. >> great. thank you. >> also in april i had knocked

on the building supervisor's door. i was--i didn't any he lived there, but he was asking what i was doing there and i wasn't supposed to be in the building and was in violation and this and that and he said he felt like dwr was stalking him. nobody said anything about us going into building next door, nobody but him, these people and again, i should get a letter of apology for that. i haven't. don't feel it's right. residents were locked out one weekend for a whole weekend. the maintenance supervisor was leaving and he was going home. i approached him and told him about it and he said he didn't care and was leaving and wasn't on duty. >> what-thank you for coming today. we'll follow up with property management for that building in

particular at 939 eddie street which we have written down both of us and follow up with them. is there a resident council at your building? >> there is a president. we have a president. but he's ineffective. >> understood. understood. alright. okay. great. we'll follow up on that and if you want to leave your name and contact information we'll follow up with you directly. >> yes, please do. i want to do that. >> bennett will come over right now. thank you so much. >> you're president of the housing commission? >> uh-huh. >> okay. thank you sir. >> i'm joaquin torres. >> alright. >> mr. chair and commissioners, happy black history month. [indiscernible] a secretary for jones unit ed methodist church.

that is what she brought to the church so we said we would try to help her and we figured this may be one way to help her, so now she can go back to church and tell them i tried to help her. making me look bad. >> thank you very much. >> also newly elected to the city wide senior disabled council from the john f kennedy towers, 2451 sacramento street. i'm the vice president. former president of north beach public housing. you may be familiar with the rebuild, north beach place. north beach public housing along with your great mayor and supervisors. want to put together a [indiscernible] satisfactory to all residents. we moved to john f kennedy towers where i became the president and brought skills up there to get that community going.

what i hope to do is work with you like we used to work with housing authority. dr. shelly [indiscernible] was ins separational starting a resident relations council. what this council did is handle situations that you don't need to handle. in other words, you have the city wide senior council organization who's responsibility is to assist residents from the associations. they actually met at city hall and sat where you sat. the associations could get a taste what it really feels like to be in the hot seat, so i hope you do revisit that and we can solve a lot of problems with training. [indiscernible] and come back with some results. i just look forward to working to make the clean safe and sanitary conditions that you

know we all need and help keep san francisco's public housing for seniors moving forward in a good direction. >> thank you so much. we can go for public comment for ann, if you don't mind coming up to the podium? >> is there a microphone i'm supposed to use? >> you can stand there and it will pick up your voice. >> can i sit down? >> absolutely, have a seat. >> i have a letter, four copies of the same letter for the board. >> thank you. >> so, i'm ann macrelli.

the issues are in the letter, but i'll give background context if i may. hope i don't start crying, bought i do that randomly for no reason. i won the lottery--san mateo county for section 8 and at the time i was living in the city of san francisco. >> go ahead, take your time. you're in a safe space here, so please- >> this is nothing [indiscernible] i was living in san francisco applying for social security and i won the lottery in san mateo county section 8 and [indiscernible] because i was represented by a

attorney for social security and so i [indiscernible] but san francisco continued bill san maw mateo county. because i was disabled i was found disabled by social security by a federal judge, your section 8 remains valid with us as long as you are disabled, but i found out beginning of-end of two years, end of 2022, they had arranged with the housing authority to absorb my vourcher and i have been writing to the housing authority all most a year, completely unresponsive. i wanted to confirm san mateo county tell s me, that my vourcher has been absorbed and i have a vourcher with no time limit just like section 8.

but the housing authority wont conform this. >> all your contact is on that piece of paper? okay, great. you will be getting a response and we will follow from today and make sure you do, okay? >> please. i need to know. i don't know if they are doing this to everyone or just me. neither one is acceptable as far as i'm concerned. >> that's right. >> san mateo county housing authority is nothing like this. every time i contact them they respond to me. i sent e-mails to the address mentioned at the beginning of the meeting, board of commissioners, e-mail address, i never receive a reply from that either. >> okay. >> nothing else i can do. [indiscernible] twice earlier last year. the only time i got a response from housing authority is after i went to the board. >> well, i appreciate you coming in. sorry you had to be inconvenienced but we'll make sure we follow up, alright? thank you very much.

>> next public comment is for henry moreno. >> i put this petition together for the jfk residents and this address was a dog's behavior. growling and barking and unaccompanied presence in common area is a growing concern. this behavior creates a ongoing disturbance and raise safety concerns, especially those with physical limitations and anxiety.

[indiscernible] is on our floor without a leash and he came out of the garbage area or elevator area and literally attacked us. my dog is a very small dog. it is a puppy actually, and i called him to get away and put my foot in front of it, and kept his distance, but the idea that this is not the only incident that happened. the dog has gone into peoples houses and fighting workers that come and--somebody else will explain that. he nipped people. i went out for a half hour and had this petition signed by two

pages--a page and i got another signature, but people have said that the dog is-has been very-the dog and the owner have been very rude. people have said the dog has knocked them down. i think this dog needs to be on a leash. the person that owns the dog is called-her name is susan amble and she's really cavalier about the dog's presence and being loose on the floor. i believe it should have a lease and muzzle. it's way out--it should only be 25 pounds. i think is 55, 60 pounds. it is a large aussy and if you

can be off the leash it should be a small designated area by her house where he could be off the leash, not the entire floor. >> okay. alright. and you have given us copies of the petition? >> yes. >> great. thank you very very much. what we'll do is following up with property management, having discussions about the petition shared and your contact information is on this as well so we can work with you? >> yes. >> as well as your fellow residents over here-? >> i'll give them a copy. >> thank you very much. thank you for coming in today and sharing. >> my pleasure. >> next public comment is scott boner. >> come up and get as close as you can and the microphone will and should pick it up.

>> my name is francis hardwick. >> how you doing? >> i'm a resident of 1750 mcallister street and member of the board of ccfd and that i have a file a complaint with your commission. we have a elgivator problem in our building. it is serious. people got stuck in the first elevator and the company that is contacted by the city of san francisco apparently are not doing a very good job fixing the elevators. >> okay. >> this is the third time this happened last month in a half. i'm with my apartment complex is in the homerise company, which used to be called community housing partnership. there seems to be a problem with the elevator company. every time they come out they

charge outrageously high prices to fix the elevator and really don't do a proper job to make sure the elevators are up and running, and stuff like that. i wanted to bring that to your attention. >> thank you. >> yeah. my apartment has not been called yet, but we are in the process of maybe-i'll be in the process of calling them is and let them know. >> okay, great. we'll do similar to this, we'll work with property management. 1750 mcallister, correct? >> correct. >> and we will work with the elevator company and have conversations. >> he might be over-charging homerise. >> we'll take a look. >> you want this? >> yes, please. >> there you go. >> thank you bennett. >> there you go. >> thank you very much for coming in today. >> no problem. >> thank you.

>> scott boner. >> hi. my name is scott boner a tenant at jfk towers next to henry in fact. i'm here with the same complaint about the tenant in apartment 1109. i have been in the building three years now and [indiscernible] since the beginning. in the beginning she was very friendly and all a sudden she just turned nastly, really nasty, and she's been like that. you say she is nuisance to others on the floor. somehow she thinks she is responsible for the garbage and recycling. there was one time a couple weeks ago she barged into my door with some cardboard left by the recycling complaining i wasn't doing a good job at

recycling. there was time with her dogs problems with her dog is ongoing. she again barged into my door with the dog hysterically saying that if i got to know the dog then i would like him. in both cases i pushed her out, but it is just really disturbing to have this going on. one time i was in front of my apartment in a chair, and the dog who is never on a leash came running down the hall, charged at me barking and i had to run into my apartment for safety. i was really upset by this because i should be able to sit on the balcony of my own apartment outside and feel safe. this woman has no respect for other people. no consideration at all. we had our first tenant association meeting, she was there with her dog. her dog was barking and chasing

people and she expected everybody else to put up with that. she claimed it was a service animal, which i really doubt. there is no way any animal could be a service animal and that uncontrolled and undisciplined. it is just a real nuisance. it has been going on since i moved in three years ago. i put in several paper complaints. nothing happened. been doing e-mails because it is more convenient to send them in. they said something would be done, but i would like to know if something is going to be done. the dog should be on a muzzle on a leash and frankly i think the owner needs mental health. >> scott, thank you very much for coming in today. everyone who came from jfk towers to share this with us. i appreciate you taking the time and making us aware. >> thank you.

>> thank you. >> scott, what breed of dog is it? what breed of dog? >> an aussy, like a aussy--okay. usually used on cattle ranches. yeah. black and brown? white and? okay, got it. alright. okay. >> thank you. >> thank you. thank you. >> any additional public comment in person or online? thank you. we can close general public comment and go item 6 for the tenant representative board. we have from ccsd here that would like to report out. >> thanks for coming. >> thank you for being here. my name is margaret mc nulty

the newly elected president of ccsd. i came with background of managing my apartment buildings and rentals back east as well as a degree from pennsylvania state university and the university of manchester england. then i moved to california about 13 years ago and found myself homeless so i have that to bring to the table and with house by the hot team in a sro and then moved up to now in the third term of president of 1760 bush street and therefore was able to be elected. i look forward being a advocate and straul alley working with you guys for the betterment of the tenants and i work with the mental health association of san francisco as a peer counselor as well, so i just hope we get a working relationship going and look forward to seeing you.

there are just a couple issues that i didn't know if i would be first or second or last- >> please share them. thank you. >> for jfk towers and the dog business and also mcallister street is imposing a fine for smoking in their own apartments, and that's not what the lease says. just not in the common areas, but now they are trying to fine $250 and they want to enforce it for people smoking inside their apartments. so, that's a issue as well. eme polk sure i will have many more. i do welcome the position. >> great. it is great to to see you in person and great to have you with us. can you remind the address? 1750 as well? >> that's correct. >> got it. great. thank you. >> thank you very much.

>> thank you. item 6. any public comment? >> just a quick-president mc nulty can you provide your contact information so we can set up a time to connect? great. thank you. >> public comment on item 6. >> thank you so much once again happy black history month, chinese new year. i'm new on the council and we look forward working with the president and chair and to be more a asset in anything else. so, i really feel comfortable together. we can disagree and agree, but we can still work together on any issue at all. i think one word we forget to say is i are love you, and i mean it from my heart and i think if we said that more that people would calm down a little

bit. that's coming from general united methodist church so you are all invited to come and worship with us and we look forward seeing at some of the city council meetings. thank you. >> thank you very much. >> any public comment on item 6? you can close public comment and go to item 7 for the chief executive officer report. the first report here today is item 7a, plaza east development update. provided by [indiscernible] salazar or john stuart company. >> before we begin, i know ceo wanted to make a quick note about the conversation she is having the hga. >> thank you through the chair. we are meeting with our phta team. we do that on a quarterly basis. we currently are doing it by zoom and we are more then happy

to do the same for ccdc as it relates to your position,ic as it relates to other tenant resident associations. i am open to speak with you at any time and of course our president of the board is as well and anyone on our board, but you do have access to me and please fee freel to reach out at any moment in time. bennett will make sure. often times he is reviewing my e-mails so he'll coordinate and we can set up a reoccurring meetings if you like, or however you would like that cadence to be. i'm here at your service as well. >> great. thank you very much. >> 7a, plaza east development update. >> good afternoon. >> good afternoon. >> my name is shannon jackson

as well here with john stuart, ron who will be discussing presenting our property. next slide. >> good afternoon. first slide is the staffing slide. we are fully staffed, so that is good news. we have two new maintenance technicians in particular are impacting the property because we have been able to increase our service. we started doing unit inspections and proactively getting ahead of some repairs, so staffing levels are really well right now. the next slide is work order slide. so, we missed a month, but i reported of course on both november and december since we met last. i'll primarily talk about december.

in december we had 132 work orders opened. we closed 128. the average time to close a work order was two days. we had three emergency work orders and closed all three and the average hours to complete a emergency work order was seven hours. of the 120 work orders closed, 60 were general miscellaneous, 21 plumbing, 16 appliance repair and 29 carpentry and [indiscernible] >> just a quick pause. really appreciate the specificity. thank you. just what was the 4th work order that wasn't closed? three emergency orders were out of 128 but what were the 4 remaining? >> absolutely. i have that information. in december there were 4 work orders not closed. one was opened december 27 and

it was a check for a leak between buildings. it was not in a resident unit, it was a common area. the other three were unit terms for vacant units. we use the same system for unit turns we do for residential work orders, so unit turns take much longer then a regular or emergency work order, so why you see that. i also add in november we had two work orders not complete bay the end of the month. it says they were emergency work orders but they were not. one was for a showerhead, the work order started november 30 and we closed on december 4 after we ordered the showerhead and the other item was opened on november 29 and a resident asks us to wait till december 1 to make the repair. >> great, thank you.

>> the work order trend line data is we are doing more work orders and have more staff, so we are recording more work orders. as mentioned, we are doing our annual unit inspections and we'll do them for the next 7 months. 15 percent per month. we go in every unit and look at work orders that need to be done and repair them. we write work orders from inspections and repair them. i anticipate seeing increase work orders over the next several months. >> what is the reason for that again? >> annual unit inspections. >> great. >> next slide is occupancy slide. there is 193 units at plaza east. 171 occupied as of december 31. there were 5 vacant rental and

17 units that are off-line. next slide. we had one transfer in november. we had one transfer in december and we had two move-outs in december. there is no questions-that is my last slide. any questions on my portion? >> no, i just-for me i don't any other commissioners have questions, but i very much appreciate the level of detail. i loved hearing the breakdown of work orders. great to see the time in terms of less then 48 hours to close the items. it is very good to hear about what to expect in the months ahead and the reason for with annual unit inspections being a cause we anticipate increased work orders. if there is other work that could be done to communicate

with residents prior to inspections taking place when the issues could be taken care of sooner, love to hear about that but appreciate how diligent and specific this is and thank you and congratulations being fully staffed up. >> thank you. if i can just respond. last month we sent a special notice to residents reminding them of the work order process. it is difficult sometimes to -sometimes they don't read the notices, so we work when they come in the office. we talk to resident services and send notices reminding people to do work orders. a lot of people are fearful doing work orders and that is a hard stigma to get past. >> how did things go with the rains? >> really well. we had a good year. we checked the gutters and had them cleaned and repaired. i think there was one gutter that broke, but we inspected during the rain and fixed it

right away. so, we had a pretty good year for rains, considering how bad they were. >> i appreciate the time to come to the commission meetings and sharing the updates. do you have a strategy in place on how often you will be communicating with resident council? >> i do not to be- >> okay. i'll make comments about that later on more generally at the end of the presentation. i'll wait until then to share some of those items in terms of trying to make sure the communications are happening from all levels both from a day to day resident perspective and where a large group of people might convene who might not hear the same updates we hear at this commission. >> look forward to it. thank you. >> through the chair. thank you. so, one thing i like to have us all be mindful of and i was in the meeting this past week all of you, as you start the annual

inspections on the unit and you are really trying to get ahead of things and making sure you are not waiting till the end of the year and i really appreciate that so i want to acknowledge that openly, so as you are doing that 15 percent inspection keeping in mind how important it is going to be that we are collaborating deeply as we are getting ready to release the funding, rfp for the $7 million of capital funding and really determining as we are-we had a contractor come through, but also in the work you are doing from inspections, where is the intersection to all that work with capital dollars as well and as you talked about the gutters being inspected, because those are some things we have to keep our eyes on to keep the water going where it needs to, everything is repaired on the outside as well

as inside, so just making sure that we tightly work together and making really solid decisions so the money we have this current fiscal year can be utilized in a way that our residents can see a difference in property. that's really important to me, so i thank you for that. >> i look forward to conversation on the topic to get the line between-they overlap regular maintenance and [indiscernible] >> yes. a lot of the conversation will be done with our sustainable director mariano and with our cfo. thank you. >> if i might, thank you so much. i do appreciate. we had conversations and appreciate the charter and trending, it is helpful to see. it is really helpful to see

one, the number of work orders that come in and then how quickly they are addressed. i look at slide 9 if we have the same slides. so, do you-couple things also interest ing to note is that, the more work orders you get it seems on this--we are trending 6 months, but the more you get the faster the turn hp around time is in order to address them. the fewer you have the longer it takes. this is just a 6 month thing, so not predictive thing, just looking at a interesting thing. do you staff up and what happens the rest of the year? >> i have been on this project about 9 months and as have the staff that work there, so we had a complete turn-over of staff at this property, and so i can't speak to much that happened before that.

i will say 2023 for us was a year of rebuilding and training and hiring, so when you look at this report from july, and there was only 69 work orders and the next month 67, our office was staffed with temps. i will be honest, i'm not sure how many work orders might not have gotten done or answered, but right now we have three trained people that are dedicated and writing the work orders down and communicate daily and having team meetings every day and prioritizing work orders and being done the way it should. i think that's why you see the numbers increasing and the time to fix them decreasing. also, now that our staff is-our office is fully staffed we are able to record the work orders, because doing the work is one part, but recording it takes a lot of administrative time. we have to enter every work

order and you have to remember to close them and staff trained to put the right information on the work order to close them properly. i have confidence in the numbers here, but i think they are more accurate now then they were several months ago. >> so, that's clearly there is work being done and i really appreciate that and i just encourage you-one thing we know with some level of confidence is that probably you will not always be fully staffed. you will probably always be training and things will always happen, so are you putting contingencies or processes in place so that this work continues to happen beyond the people you have there? beyond you? beyond us? so it isn't relying on

individuals to do the work, but it is standard practice. >> absolutely, we have those in place. it is helpful being a larger property management company with a lot of properties in san francisco, because properties are able to support each other and the office staff. there was a perfect storm of issues in 2023 coming out of covid. the staff ing crisis. a lot of things going on, and i hope we never have to go through that again. but we definitely make plans to make sure the work gets done no matter the staffing issues. >> okay, thank you. >> any other questions from commissioners? thank you. >> for the resident service updates, these are the few events and the work shots happening on site.

mental health 101. there was a [indiscernible] there was a holiday toy give away with the tenant association and resident services. hot meals weekly wednesday and a list of referrals and support that providing to the residents and provided 103 residents with support and referrals for the above activities. it could have ben support with rent or crisis service, substance abuse, the list goes on. just meeting with residents with property management to come up with a payment plan and review their ledgers to make sure it was accurate. i think one of the questions was how you [indiscernible] how do you come up with the events to support the residents or

some things that the residents services host or events posed to the communities. these events come from the residents and there support and services meeting with the tenant association regularly to come up with a plan to maybe share budget and maybe share events and work together, especially with the holiday, the turkey give away and holiday events that work hand in hand on those events. we have relationships and those get figured out. >> you are reading my mind right then. >> there are challenges with any-services coming into the community and we-i try to stress with the service team, [indiscernible] been there a very long time so we need to make sure that we support and whatever and be there and whatever they need, we are helping to be there and they

know what is best for the community, so some things come out of the tenant association, some events they want to host, and the services go follow through with the work with the tenant association and some events come from directly from the residents through focus groups, through some of the one on ones that they would like to see in the community. some of the events. >> great. >> next slide. this is some data here showing that the support and the referrals compared to the percentage of occupied units. in december there was 103 residents that the households supported and that was 53% of occupied units. next slide. this is also the tenant

engagement, how many households attend the events. december was 67 so 41 percent of the occupied units. >> what do you think accounts for-may we see the previous slide? what do you think accounts for the large increase of resident service here and also, the difference between what happened in august last year of attendance and attendance now? is the a reason for the fluctuation? >> i think there was a in july and august there was the rad meetings and the rent ledgers that went out and [indiscernible] and then that prepped residents to look at the rent ledger and get support from the services, so that you

see those numbers increase during that time. >> that's right. okay. >> alright. emergency repairs. happy to-i think from our last commission meeting you wanted to get a overview, review of how did this get started, how do we come to this. we finally completed 188 units as of january. have been completed by marcus lion so giving you a overview here. in 2021, the plaza east partnership receiveped [indiscernible] the contract was for 187 units. out of the 187 units, 137 units had repairs that exceeded $12 thousand and 12 units exceeded $7 thousand. some typical repairs were

flooring, shower, tubs toilet, heater door and washer and dryer and not to mention paint and in september 2023, [indiscernible] enter into a loan with housing authority and we were able to receive $160 thousand and that was able to streamline the payments because we did have a small minority general contractor and so we were able with the funds from the housing authority able to pay him weekly as repairs are getting done so we were able to boost productivity and the repairs were getting done quicker fashion then before. then the process before. so, in january we finished our final unit that took a lot of work. i think we saved the best for last. that is what the city told us. we were able to complete a total of 188 units and that extra unit came from going

water intrusion happening in one of the units that were from another unit so we end up fixing that unit and that is why we have 188 at the end. >> how do we feel all these are done now? as a first phase of ongoing repair needs we know will never- >> we will never be done with repairs, but i think has been a long time coming and was a huge accomplishment, responsible me coming from transition with the team and to be able to complete this, it was a huge accomplishment. yes, there is more work to be done at plaza east, but it was nice to see units and impact it had on residents and their livelihood to be able to come into a fresh unit, no mold, fresh paint. those interactions and support them and have services whether for increasing the furniture or bedding and so residents were feeling a lot better when they

moved back then when they were living in some of the conditions that the units were in. >> i hope you feel very very good about being able to reach this milestone, especially in context knowing the work is always continuing, but again i very much appreciate the work you and john stuart have done to get to this point. i know it has not been easy. it has taken a lot of collaboration, but i hope you feel good there is a milestone you can point to to say, if we could do this we can build on the success and continue to make sure residents are getting the services and resources they need, comprehensively so they can simply live their lives and i just want to say thank you for taking it so seriously. thank you for being so driven about it in a very complicated environment holistically. i just am very glad and appreciative of the level of detail you provided here and excited to see what challenges we have to take on next. thank you.

>> once again, thank you for approving it to the commissioners for the letters you-for the [indiscernible] the whole team for making this [difficulty hearing speakers] complete it in a timely fashion. >> thank you. i know now that we are done with this milestone, there is a broader amount of day to day work the housing authority is going to be leaning into that includes i know both the capital [indiscernible] resource dollars and services dollars from the past meeting. we met and i made a mention of this in my comment at the beginning, we met with members of resident council who spent time in other committee meetings as well and really the majority of issues were around day to day services. day to day responses. rate of responses. like some other residents mentioned today existing or not existing in terms of i don't

hear back from people. these common themes that we will be working on together with you together with residents to focus really i think more specifically on those very specific issues. conversations around rent ledgers, around other questions people have around policy as well, so i think that is the work that will be continuing. i want to echo what ceo said at a high level. the collaboration, the communication, which means over-communication, the diversity of the communication. the letters or communication at large to residents then there are bodies at exist of people that are more involved that require communication and simply keeping-i'm at fault too sometimes, not keeping people up to date as necessary as to keep moving forward.

just to keep that in mind as we continue to see how we can better serve our residents around these basic questions like we have been seeing in it the report today. >> absolutely. >> really nice. thank you. >> thank you. >> through the chair, i like to echo our board president sentiment and i will say it has been difficult and the pandemic did not help, but the realty is, together we can make it happen, and the housing authority is committed to each and every resident at plaza, but not just plaza, but everywhere we serve, we are committed to this community, and there is not a day from my perspective that i don't wake up with the housing authority and our residents, our community on my mind and go to bed with it, because it is important the trust we build it is important the services that

we provide and it truly is my hope as we continue to all work together towards moving our properties in the right direction, providing the services that every resident deserves and need that we see a greater level of transformation in the lives of our residents whom i deeply love. i'll say it just like that. it is really important to me, because it is important to me that the next generation that comes from our community can thrive and have the tools to thrive and as the housing authority continues to transform, it is our goal to work in a way that we are assisting in that transformation in a very different way then we have in been able to in the past, so thank you for the work you do each and every day and i know that it is difficult work at times, and but i believe you have the heart to do it and so thank you for operating with a

heart, versus just from our intellect, because it is very important. and meeting each and every community member where they are and meeting us where we are as well. thank you for hthat. >> thank you. this is the data to show the difference when we receive the revolving loan you can see in september you can see a drastic change between the remaining units and the units we are able to complete in brown, so in october we got the revolving loan in september, you can see the difference. we started to increase, got 13 units completed and 9 in november--no, yeah. 9 in november. 5 in december and then we completed the last one in january. just seeing how the increased and fast-pace we are able to

complete the repairs in. >> great. >> thank you. >> thank you very much. >> 7b for accelerated conversion potrero and sunny drail contractor update. >> happy new year commissioners. happy to be here. we had a-been quite a new year for us. started with covid, covid, covid, so been struggling with a lot of covid within the team, but i did want to share that in the month of december, we did want to remind the commissioners that we did have [indiscernible] visit to it property and during that site visit it was a very-it went

very very well. it was a welcomed visit by all. the chief executive officer over the pha was also in attendance in addition to other hud housing officers. it was attended by our executive teams. attended by our maintenance teams. attended by housing authority teams. we all jointly walked the properties and it was a very very thorough walk. they wanted to see what the vacant units how they were borded up. they wanted to see the overall condition of the property. they wanted to see how the progress has been made on the parking and towing of vehicles. all those were factors they were looking at. the overall condition of the landscaping and pruning of the trees, and it was as i said, a

very thorough search and visit. during that, we had interesting feedback with regards to it. we had residents actually out and about on property, and even those residents who were bringing-picking up debris in front of their home saw the housing officers were there from hud and even had engaged with them and said, we love what we see happening at our property and we are participateic to make sure it stays nice and clean. we have that very positive feedback in our walks with the residents. additionally, we also had-overall comment by the housing authority is that. excuse me, by the hud official is it was a marked improvement over their prior visit that they had to the property.

[indiscernible] not a participant of that walk, but they had seen dramatic improvement of the over pall condition of the property and some had not been back to the property in 5 years of the hud group and they also commented how they also noticed dramatic difference especially in areas of vehicles and parking controls and things of that nature. it was a very positive experience and we were happy to be part of it. the [indiscernible] identified through that whole process and so it gave-they each had an agenda, what they wanted to add to the agenda and open question and answer period through all of it, so it was a very positive experience overall. we continued through the month with quite a bit of activity with residents.

there was a tremendous effort-if you recall in november, [indiscernible] if you in november, our plan was to snd out to every single household their history along with their voucher letter so they knew from the get where their voucher requirements were, what the subsidy portion was, what their payment history, so they had a complete snapshot from each of their occupancies. that actually brought a slurry of cooperation with the residents where they have been coming in and we have been working with the collaboration with the share holders as well, but they have been coming in being much more active and proactive with getting their ledgers caught up, so we had

changes in vacancy through the month and you will see those numbers here, where we had the number of vacant units adjusted over the prior period and apologize, i don't have month over only because of struggling with covid, but for the next period you will have the comparison month over month where you are able to see. i wanted to also have you the occupancy percentage that is changing as persons are moving out and as we assist housing authority for persons moving over into other available redeveloped sites. >> just a quick moment. i notice the numbers dont add up between vacant junts occupied units for total units . i think it is 517 when you add them up. it says total units, 515 on potrero terrace and annex and same on the sunnydale side. >> i think we have a couple on

notice and they were included in the vacant on notice. they just had not been moved out yet. i apologize. the vacant count is including the ones on notice that have not moved out so i apologize. >> okay. okay. >> and then on our next slide you are going to see what that outreach with the residents and has really brought. there is a tremendous increase in the rent collected from the past rent. just sunnydale alone there was over $36 thousand in past rents working with them reviewing ledgers with them, working with the cbo partners and mayor's office of housing getting other funding that might be available out there to get households caught up to date, so it has been a collaborative effort to be able to bring up the total rents collected. what you are seeing in this

period for the 101, 315 and 148, 772, those are showing those individuals that have brought in both payments and/or may have started in on repairment agreement. if they said, i can enter repayment agreement for additional hundred dollars a month that is in that but a lot of that work [indiscernible] i didn't realize. i thought this was dropped off. let me go ahead and get this brought into the office. that's why you see such a dramatic spike, because of that concentrated outreach. what we have also done as well is, at the beginning close and beginning of each month, once they get the historical record and [indiscernible] letter hap adjustment letter as reference for them, each month we are

also sending out to them a statement so each house is receiving a statement showing what we received from them, the current bill and what the upcoming period would be so they know on a regular basis where they stand as well as a gentle reminder to come and get your rent paid. we are definitely seeing positive effort there too. also this is going to demonstrate the households that remain delinquent because there is a past due there, but the type of delinquency notice you see the 1200 and 1345, what we are doing is we have-we started with a courtesy notice. we wanted everybody to know where they were from the starting point, and then every monday every household with a balance receives a delinquency notice reminding you, this is where you are at, i haven't received payment this week.

weekly they are getting that posted on the door on a weekly basis, every household that hasn't paid. even the ones that may have paid the current month and a balance from a prior, they are also part of that outreach, so that there's this many contacts and we are seeing that when we make this many contacts, it is showing in the bottom line numbers for them responding. in addition there is also the phone calls and the customer service they come in and pay their rents or ask for a work order. there is connection made. did you need to make a payment arrangement or we need all your household members here to discuss a plan if you need additional help. we are having those conversations with the households as well. >> great. just on the rent collection, you talked about city and cbo

partners and diversity of funds made available for to support residents, do you have an accounting of which city programs are they supporting at the administrative level or through direct payments to residents as well? >> there are-i give a example. there are-i have a household [indiscernible] outreach effort. they were able to get $3 thousand for a household in services through the outreach program to get assistance. i had other resources where mayor office of housing has outreach and i get direct deposit on behalf of households such and such. mayor office of housing also. it is a [indiscernible] of what those outreach efforts have

been by the cbo working with mayor office of housing and working with residents. >> do you accounting or ledger of knowing which organizations are providing direct subsidies? >> [indiscernible] we are not tracking on the source. >> okay. >> through the chair i apologize. >> sure. >> but based on receiving a ach or check, if it is written to [indiscernible] you would be able to actually go and look at your ledger to determine where that payment came from, correct? >> absolutely. >> okay, so you-you are not compiling the data, you are the capability of compiling the data, is that not true ? >> absolutely. we track where every payment comes from but it is tracks on behalf of the residents on their balances. every single payment that comes through every residents gets

scanned into the system and there is a image of even verifying where the sources came from. we do have that. that is within our system. >> okay, great. >> we are just not keeping a separate track of the sources giving-paying at the account. >> if i wanted to know or the commission wanted to know and see how resourced community based organizations are supporting rent stable ilization for residents you could let us know there are 5 organizations, here they are, here's the volume of funding supporting over the three month period of time. you couldprint on that to us? >> i could. >> great. thank you very much. >> absolutely. also wanted to follow up on our next slide.

i did provide the staffing and what our pers for ourf staffing are. i wanted to talk about this. they are open positions, we are backlife filling with a tempary agency when and where possible. potrero i have someone on fmla and expect them back at the end of this month, so the other 5 positions are quarter positions and those are being filled with temp services. on the second bottom portion of that there, we are looking at the total work orders performed. >> if i may just on staffing, as you are working to fill these open positions, can you again-i know there has been conversations about this with the city, but how is recruitment and communication

of opportunities being communicated to residents? >> we actually ordered and had manufactured huge posters that are in each of the leasing offices that says we have opportunity for employment now, and in addition we added into that same poster, but we did a secondary section on the bottom that also says, we are here to assist housing in collecting your recertification information if you like to drop your declaration information we will forward to housing for you for collaboration. big bold and posted on each property. >> great. thank you very much. >> and it is every time the tenant comes in they see it as a reminder. we also have going into-any other questions? >> was there a poster sent to

casala? >> casala? it is in the leasing office of potrero and sunnydale. >> are in the leasing office. i was thinking of the properties too. >> at the property office. at our offices that our staff are attending is where those are posted. >> good afternoon. just to clarify commissioner, [indiscernible] managing the sunnydale site so casala is managed by mercy and mercy hires that staff. ebmc is staffing for the old site of sunnydale. different management. >> i said i ain't seen no poster. okay. thank you. she knows me. >> and then with regards to our work orders, we had 177 work orders for potrero and 80 work

orders for sunnydale. some of the 177 were unit inspections and that is why that is peaked during that period and we were doing a lot of reinspections and follow-up for those individuals in abatement so there was a tremendous amount of going back and going back to make sure that we are making sure the households that in abatement had the numbers drop dramatically and they were. we wound up with 37 emergency work orders and [indiscernible] of those that met the standards that were open at the end of the month and only potrero had 1 open at the end of the month and that was within the standards. it had been a work order called on the last day of the month. and so our maximum days to completion for sunnydale was

6.9 days and-excuse me, potrero is 6.9 days and-covid brain i apologize. sunnydale was 13.9 average days to maximum days. we have the calculation for average days of completion so roughly 2 and a half days or just under 2 days or just about 2 days for each potrero and sunnydale respectively. the teams are still very much very active, following up getting work orders put in the system and taking care of the needs for the residents. a lot of those tend to be fairly simple requests, which is why it makes it easier. somebody just needs a light bulb replaced or door handle is loose. work orders of that nature.

>> great. >> our next slide we talk about quality control. because we were so very involved in the hud preparations and hud walks and hud presentations that we had less time to be able to spend on doing the quality control, but so we exceeded the rfp, which is 10 percent standard so that was the number of work orders we followed up on for both of the properties there, but that is the reason it was less over prior months because as i mentioned. we did do interior unit inspections. five were done at potrero, one at sunnydale, and we had four pass at potrero, leaving only one that still has a challenge with a hqs inspection and we have since reached out and engaged on that one and that

will be on the january report. and so that's everything. [indiscernible] is they have encouraged and brought a festive feel through the holidays with our residents, and we realize it is very important for people to feel that this is their home to have their family and friends and so we also are accommodated following-if you recall i provided the maintenance plan. we also made sure that the dumpsters were in place at the end of the year so some anybody wished to dispose of holiday debris, boxes, gift wrap, christmas trees, anything of that nature there was a opportunity for them to be able to do so as opposed to having it wind up and overflowing rubbish containers. things of that nature.

the residents did make avail of some extent of those services. we closed out the month of december with 33 households actually entering and executing repayment agreements and we are tracking that separately as well. these are not individuals making bulk payments but individuals that have a long-term payment so we are entering those in the system so on the financial statements provided to housing, you will see--i'm crediting rent and debting a repay, so we'll be able to-the tenant repay code you will be able to see on a monthly basis, the revenue being received by the households participating. and we continue to press for those repayment agreements and

collaboration with the residents to be able to do so. and that's the december report. i did want to share with you, we were looking at rolling out the 14 day notices to be effective in january and there has been a preliminary plan provided. we have gotten feedback from housing. i will do revisions on that plan and that will be provided to housing tomorrow so we did not issue the 14-we want to make sure everybody is on the same page. it is a good roll-out. especially with receiving as much positive response to the constant delinquency notice and constant residents statement. we are seeing dramatic increase of responses, so before we start with a very heavy hand, engages many different layers before legal action, we want to make sure we have a firm plan

in place. >> great. thank you very much. commissioners, any additional questions? >> i just had a--this is just more a big picture thought. from the reports i do appreciate the reports and the thoughtfulness because it is clear there a lot of effort and activity. i'm reflecting on your comment regarding the staffing and the issues with covid, which of course we have been struggling with for years and i know the previous presentations talked about struggles with staffing. my question continues to go to putting in process and protocols and work so that we are not-you are not so reliant on a individual person or individual people being there in order to get the work done because the realty is, staff is going to come and go.

staff is going to-we will always have challenges in staff and i think somebody who spent 20 years in government and big organizations a explanation of staff is not available. this person is out, therefore i couldn't do it is something i heard, but it needs ñto have--i just want to stress necessity to put structures in place that doesn't rely on a individual person so if you are not there things don't get done because we have been talking about-i have been talking about metrics for months and i understand and the priority is towards residents and resident services and again, i want to stress i see a lot of effort and activity. i just want to put out there the part of the perception, which is just a perception. it may not be realty, but the

perception on some of this is there is a lot of-there is reaction to things going on. this is today's picture a snapshot of today. these don't necessarily reflect the vision and big picture of where were you yesterday, where are you today all in relation to where you want to go, where do you want to be. what are the areas that you are responsible for? what is the goal you are trying to attain? how far are you from that goal so each of these key components are met? as you start thinking about this next iteration of reports, while i definite see increase and more information provided which is really helpful, but i also ask you think about not just more reports for the sake of a report, but really understanding what are the key

factors? where are we and where we need to go and how do we know we are going in that direction and it wasn't this person isn't there and that person isn't there and why it couldn't get done. organizations out last us. it can't be just any individual person so i ask you think about that as you put this together because i am sure as you do your work you are making decisions about the future and i just ask that that be cap which captured in the way you present information. >> also sharing elaborate on that a bit. one thing we have also gone back to and confirmed is we met with [indiscernible] and their team and they actually have approved and i'm going to add those to the final budget numbers the addition of a

couple key positions or analysis so-it wasn't just me that covered it, we just shared it and so it snow balled so i apologize, but we are having additional individuals to be able to perform that type of analysis for you from the site level, so that the site teams can truly be focused on insuring that those residents are receiving the ability to make those repayment agreements and to secure their housing, so we will be shifting from those responsibilities too. so it will help. >> manage the property currently, how are you making decisions on what to do and where to--? which direction you should be going, versus looking at it each day and saying what do i have to do today? >> there are positive plans we follow. we have a management plan

provided to housing that outlines the way we conduct daily operation of the property. there are regular walks on the property. there are assessments of things needed to be done. one thing we just realized is we dialed back in the month of january the number of trash pickups because we wanted-realized the addition of the dump trucks had dramatically reduced that need, so having in-house team taking care of that instead of outside vendor so we dialed back on that. there is regular weekly meetings with housing where we discuss these things. we let them know what our plans are, make sure we are all in collaboration of it and to where we are planning on going and one of the meetings it does talks about where we are going because they just brought to our attention the over 37 households that will be-housing

is trying to explore and discuss where individuals would be transferred for the next phase so these are regular weekly meetings and all that is examined. >> thank you. >> you bet. >> alright. i think that is it for now. thank you very much. >> thank you. >> item 7c, mgo2022 audit presentation and we have scott online that will be able to facilitate this presentation and scott, if you want to test your mic so we can hear you in the room. >> testing. >> you sound great. thank you. >> thank you. good afternoon. we have online scott. the audit manager been working on engagement for the past 8 years. going to present the results of

the audit for fiscal year 2022. that audit was completed july 2023. >> we can go ahead and go to the next slide i think with the summary of the reports. these are the deliverable reports for the audit and as with prior years there is a financial statement audit report and the single audit report for federal compliance and then the communication letter the reports to the board which summarize the result of the audit. in terms of the scope of the audit, the audit financial statements cover the authority primary government and the authority presented component units which includes [indiscernible] plaza east associates for 2022 and those are included in the financial statements, but they are audited by other auditors other then us. then for additional submissions there is two to note here.

there is federal audit clearinghouse data collection form submitted for single audit and [indiscernible] report filing. go to the next slide. as mentioned on the previous slide, the report includes two key sessions the financial section with the basic financial statements and the single audit section and i will be covering both of those. in terms of the audit opinion on the financial statements it is unmodified opinion the highest level opinion we can give. it means the statements are fairly presented and all material respect in conformity with u.s. gap and in the audit opinion there is also a section for impetus of matters and those paragraphs are included to draw to your attention to any matters disclosed in the statements. they are important for a user for the understanding. the two items one direct the

reader attention to [indiscernible] highly dependent on hud for operating revenues to tune of 96 percent for 2022 and the second one directs the reader to note 13, which is discussing the concern situation noted for the plaza east associates by their external auditors as reported in the report for 1231, 21. and there is one finding noted for the financial statements. we'll discus findings in the second half of the presentation, but it summarized under comment 202201 near the end of the report and relates to financial reporting. for the single audit reports, there were three programs identified as major for 2021-22. the ones we did test and the unmodified opinion issued on one. the mod rehab program and the other two received qualified

opinion for specific compliance. next slide. this is summary from the report that lead to the board of commissioners, the audit results and just to run through information here, the purpose of the letter is communicate key information so [indiscernible] for the organization in terms of presentation and disclosures, for the financial statements if there were significant unusual transactions or something to bring up in those areas. there is a section which covers significant financial statement estimates and disclosures footnotes deemed to cover key information for the authority financial statements and those are mapped out here and include allowances for [indiscernible] accrued interest. items related to pension and [indiscernible] and concentration with hud [difficulty hearing speaker] the last item with significant disclosures to highlight.

the rest of the items are discussing other areas like significant uncorrected misstatements, difficulties with management in the audit, [indiscernible] nothing to highlight for those areas here. we can go to the next one. in terms of audit opinions, just to clarify for context, there is four different opinions that can be listed. [indiscernible] financial audit and the compliance audit. financial reporting and compliance respectively. unmodified opinion is the statements or materially accurate, qualified opinion means materially accurate accept for one specific area that will be highlighted. scope limitation. the auditors are unable to attain evidence necessary to render a opinion and then adverse opinion is for cases where the financial statements are misstated or multiple items

causing them to be off. next slide. in terms of findings, the significant deficiency internal control. there is a [indiscernible] operation of a control that doesn't allow management or employees in the course of performing functions to identify or correct statements or non compliance for a single audit. it is basic definition for deficiency and material weakness creates a reasonable possible a material misstatement could result from the deficiency. then a significant deficiency level below material weakness is one something identified less severe then material weakness but still important enough to communicate to the governing body. we can move on from here. starting with the financial statements areas, as mentioned there was one finding noted for

this financial statement and it is related to controls over the financial reporting process. mainly the population of data, how it is put together and the process for reconciling data to the underlying [indiscernible] and audit adjustments that result from the process of the audit. there wasn't a reported finding in the previous year for this area, but it is a area we look at each year with the audit adjustments and how they impact the reporting process. can go to the next slide. for federal compliance, there were three findings noted for 2022 and looking at these charts for historical context you see there is a improvement trend noted in terms of the number of findings and severity.

as evident by the chart. can go to the next slide covering details for the current year findings and so there are three noted and again, to reiterate, there were two material weaknesses noted for the public housing and hcd programs respectively and [indiscernible] for the mod rehab program. [indiscernible] at the end of it and reference for earth details on each of these. we can go to the next slide. prior year findings, so there were three noted in 2021 under the single audit and one was corrected for the current year and the other two are still in progress in terms of corrective action and just overall context in terms of the current year findings, fy22 represent the

year we are coming out of covid-19 pandemic and largely coming out of the covid-19 pandemic and for the previous couple years there were a number of wavers and extensions in place that during those audit periods that we xu knew will be ending and it was brought up in last year's presentation for this. it was expected there will be more scrutiny for the 2022 audit because of that because the waver periods were coming to a end. so, overall the comparison with 2022 and 2021 is fairly consistent with the improvement over the year's with the number of findings and severity and so on, just wanted to throw that in at the end. any questions by anyone? >> just want to say thank you very much for once again the extraordinary amount of detail

and diligence and providing the audit to us. i don't have any additional questions beyond just next steps for when our next audit will begin the process? >> the next audit will be under the pandemic the last couple years was on a 6 month extension. [indiscernible] time period again, so that is the target for 2024 so i expect we should look to get started in march in terms of coordination and getting things requested [indiscernible] >> fantastic. commissioners, any questions? any comments from you either [indiscernible] >> thank you. i like to thank scott for the presentation and for this year

audit we would like-[indiscernible] end of february, march and make sure we get audit published and completed. >> great. >> thank you. those are my exact remarks. i really would prefer that we begin now with the request for information, because as we-as you stated and scott and as we all know, there has been a lot of transition as it relates to public housing and it made unwieldy of all the different transactions and i like to begin now for the information request, because we do work with our contractors and there are a lot of in truicacies to this work and it is my goal we do not miss the june 30 date. it is not acceptable so let's

begin now. thank you. again, i want to thank the ngo for all the hard work you have done over the last several years while i have been here in this position and the collaboration between both organizations has really made the difference in making sure that we meet our time lines and understand the different types of transactions taking place in our organization. thank you. >> thank you. >> thank you again very much. we look forward meeting our next deadline. thank you so much scott. >> thank you. >> next item today is 7d, the leasing plan year end report by housing authority staff led by joe mueller, senior performance analyst. >> good afternoon everybody. i will be going through the

updates at the year end to 2023 leasing plan today. if i can go to the next slide, please. here is a quick summary of recap of the presentation i had given earlier the year outlining what the leasing plan for 2023 would be and updated numbers showing where we were at close of calendar year. and, we have a lot of for this meeting in particular a lot of residents in the audience today, can you provide just level setting for all us in terms what you are presenting in terms of what this presentation applies to and what it means for the goals of the authority? >> i can do that. >> thank you. >> no problem. every year we are-have been setting forward a leasing plan which sets what our goals we wish to accomplish that year are with respect to issuing voucher, housing tenants and ongoing services throughout the year.

so, all that is tied to our budget we receive from hud and this one was written with a focus on spending down the reserves we have each year. those reserves that are with hud, if you don't get to a certain amount of those extended in the year, they are subject to recapture from hud, so the goal of the leasing plan is to set forward our benchmarks that we need to hit in order to maximize the support we can provide from the dollars we have access to. >> thank you. back to the slides. the update shows during the year, there was reconciling done on hud end that result in a change of the reserves we had subject to recapture. you see at the beginning we forecasted $17.8 million and throughout the year the number

increased to $26.2 million, so that resulted in us having to make adjustments to our execution of our plan as we went through the year, but luckily because we had set out the plan and able to follow it we were able to hit the mark of 26.7 year to date expenditures out of reserves which was higher then the 26.2 subject to recapture so now we forecast no recapture from the reserves for 2023. so, i will quickly go through a couple of these leasing plan goals we set out at the beginning of the year. you see those listed. >> you talk about the-thanks for bearing with me on this. you talk a moment ago about the importance of allocating these resources in our reserves to insure that those dollars are maintained. what does it mean from a unit

providing perspective? >> so, by able to preserve this funding year over year, it means that we will be able to assist larger amounts of residents moving forward by avoiding recapture. it gives access to larger amount of renewal funding renewaled from one year to the other, which we can then use to issue more vouchers, house more tenants, contract more project based units. >> thank you. >> yes. >> to add to that, it isn't only that we are increasing the number of individuals who have a opportunity to be housed, but we also look at strategies of insuring that our residents are not rent burdened, so these dollars do more then just adding to housing, which is very important, but it is also

helping to continue the stabilization when someone potentially is there income has become higher and they might have to pay a higher rent, and we want to insure each of our community members who are a part of our program are always only paying 30 percent of their income. >> yes. thank you. i will be going through 5 of these strategies listed at the bottom. next slide, please. the first strategy for 2023 was voucher issuance for the housing choice voucher program on the city tenant based vouchers. just a quick recap, we had anticipated pulling 3100 names off the public housing wait list to provide the opportunity to receive a voucher to those individuals. once we had actually been able to go through and pull the name s there are 1492 names left on

that lest. list. a lot is due to updating status from the previous pools we had done in 2022 so there were only 1400 names left on the list. of the 1400 names, as of the writing of the report we received 818 responses issued out 737 vouchers and admitted 264 new tenants on the tenant based hcd program. you can see the number of admissions is less then initially forecast. that is due in part to that lower number of individuals on the wait list when we had conducted the pools; but the reserve is higher then we anticipated. two of the main drivers on that are number one, we had increased payment standard during 2023. that was another of the leasing plan goals and i'll go more

into detail later. another reason is, just based off it population of individuals on the wait list. there were larger family sizes, which results in a higher payment standards which result in more hap paid by the authority. yes, we were able to despite the lower number of admissions still hit the goal of preserving the hap funding we had designated for voucher issuances. can i get the next slide, please? thank you. so, on the flip side we were also working on filling our project based voucher vacancy, so the first slide was detailing tenant based voucher, this is looking at project based vouchers where the voucher is tied to the unit rather then the individual. we had anticipated around $8.4 million of our reserves going to filling these units.

we ended up being able to process 677 new admissions for the project based program which resulted in $9.4 million in hap reserves that were reduced. once again, we were able to meet the goal for reserve expenditures on the project based side as well. can i get the next slide, please? so, continuing on with project based vouchers, earlier in the year we received approval from hud to issue 400 new project base vouchers for 2023. the updated amount that we were able to execute, there were 258 of those completed in 2023 with 192 of them being effective in 2023. the difference there, there were delays in inspection so not able to be finalized in

2023 so they are still finalized it is just 2024 rather then 2023. there were two phases of these project based vouchers that were issued out. the first is non competitive award. two buildings already have subsidized units and the second half is through competitive award, which i believe will be a item later today. there were 192-sorry, 258 done on the non competitive side with remaining 125 done competitively. >> we are saying from the point of view of the expenditure we wanted to have around hap payments, we are happy with the dollar amount expended because above projections, above the goal. what would have happened if we hadn't had delays and we were

able to move forward with all 400 units? would we have the resources to apply and resource each of those units? >> yes. everything done in the 2023 leasing plan, we had-when we had written it we had a upper level projection where everything done we exceeded expectations across the fwored for everything we are still able to maintain a healthy reserve and this was done in conjunction with our hud field office, so we meet with them on a monthly basis. we presented this to them and in getting feedback on the plan, if everything happened and every voucher had leased up, if we filled all the vacancies across the program, we still would have been from a position of being able to fund everything that happened. >> great. >> thank you.

next slide. this is the item ceo was referencing earlier where not only are we wanting to increase the amount of people who we are able to serve and make sure we provide support to those who are already in the program. this is something recommended by hud as well. they call running a optimized program where you are able to find the sweet spot of maximizing the usage of dollars to bring people into the program and also making sure you are able to provide the best support possible to those within the program. so, the last couple years what we have done is as we have increased our payment standards, which is the set amount per voucher size--let me try that again. which is the maximum amount of support per voucher size that can be provided by the housing

authority, we along with that increase expedite a recertification for families or households identified as being rent burdened. to be rent burdened means you are paying more then 30 percent of monthly income towards the rent and this can happen when your unit that you lease is above the payment standard, and that is usually the main way that this comes to be, but we work with hud to go through and identify families and households within our program that meet this qualification for more then 30 percent of income goes towards their rent payment and then as we process our increase in the payment standards, we go through and also process interim to reexamimation to bring up to the new increased amount. this year there were when we had initially looked 286 households that met this

criteria and when we were able to go through and raise the payment standard there were 169 who still qualified. when we were able to go through and raise this payment standard for these households they received additional $77 on average per household in monthly support, which may not seem like a lot of money, but when their average payment was $562 per month, so that is $77 represent a 14 percent increase in the amount of monthly support we are able to provide for them. >> that's great. >> and you can see the dollar amount tied to this isn't that high. it was only $13 thousand extra per month, but i still want to make sure this is highlighted because this is something we have been able to do that made a large difference to the households we are serving. >> great. thank you. >> next slide, please. during 2023, we were able to

conduct one site based waitlist opening for studio units. we received feedback studio units were more difficult to fill and we were running out of names for referrals so we conducted this opening to be able to refresh the list for a number of studio wait list-a number of studio sites to be able to provide more name to fill those vacancies. as i mentioned earlier, we were able to fill 677 vacancy and we are planning conducted more wait list openings on the site base side now in 2024 to be able to continue to meet the demand to fill these units. on the housing choice voucher side, in october we conducted and opening on our hcd wait list. there is a typo on the slide. it should say we received over

52 thousand not 55 applications. i want to make sure that is corrected right here. of the 52 thousand applications, we randomly selected 6500 applicants placed on the hcd waitlist. everyone selected to be placed on the waitlist received notification that they have been placed on the waitlist and we are planning to as part of the 2024 leasing plan planning to draw off the waitlist. we don't know the date or number of names. we need to receive our reconciled 2024 reserves from hud just to be able to put those plans into place, but that is snng we are looking at on the horizon. and that is the end of the 2023 leasing plan updates. if there are any questions: >> any questions commissioners? >> if you receive-if your name

was chosen and placed on waiting list you said we should have received a letter? >> i believe it was a e-mail and there was a physical letter as well. >> who do i contact to get a copy of that letter because i never received one? customer care? i'll talk to kendra. >> thank you. >> thank you. >> they receive notice by e-mail and a letter? just wondering people who get e-mail they don't always necessarily go in a inbox and people don't necessarily know what to look for. is there a redundancy put in place to make sure people actually got their name pulled and aware of that? >> i think kendra can answer bert then i can.

>> there are a couple different ways a applicant can find if their name was chosen. not only did we send e-mail and letter, but also have a portal on the website for applicants can put in their conformation number and their name and also receive their status of the wait list that way. >> and they know that? those are the ways in which they can- >> sorry? >> are they all aware? are the 52 thousand people aware that is how they can check to see if they made the wait list? >> yes. these applicants receive an e-mail from the housing authority saying they were accepted or not and all of those e-mails and correspondence had information on how they can go to the website and the portal information. yes. >> but if their e-mail didn't go through they wouldn't know? >> the e-mails were provided so every application required an

e-mail. >> so when you apply you know this is the e-mail, this is how we send it to you so make sure you don't let it go to spam? make sure you check your e-mail. >> that was our goal and what we wanted to make sure we had multiple ways to contact people. >> great. thank you. >> thank you. >> thank you. just to reiterate our process at a very high level, in order to use the portal, meaning to apply or even if you use a paper application, there is certain information your e-mail that must be there for means of communication and an address because we also know people move and things happen and so one of the ways that we hope to insure a contact is through an e-mail and it doesn't allow you to go to the next step without putting in critical

information, so that is really important. then fundamentally as well, individuals that are applying also are informed you can go to the portal to put in their information as well. so, we are doing everything we possibly can in terms of providing ways to get those notices and information as well as also saying, encouraging individuals to make sure they keep their information updated. because, again that's always a issue depending for anyone, right? so, all those things are important and it really is having a relationship with each other to be able to be responsive on both ends of this whole process. and so, we continue to figure out how can we make sure individuals are receiving their information? how can we encourage and have

these touch points? we do a lot of work with our different service provide rs, non profit organizations and training with them when we are opening up the wait list and with these different organizations, they have a group of individuals they are working with helping them get through the process and them able to help facilitate information as we continue to move forward. >> any other additional commissioner comments on the year end report? okay. joe if you can hang tight we can go to 7e, it the vacant unit summary. >> thank you bennett. so, i just finished going through the 2023 leasing plan.

one thing we want to focus on in our 2024 leasing plan, which again we have yet to author but have already flagged as something we want to focus on is filling unit at our [indiscernible] sites. so, what is displayed right now is a quick summary of our pbv units. we are at 87.8 percent occupancy rate. 7747 occupied out of 8816 units. with breakdown of the occupancy rate by bedroom size.

this is showing the flip side of that. the previous slide folked on occupied units and this looks at the vacant unit and you see what i was mentioning where looking at the sro and studios, those are the ones lagging behind in terms of occupancy rate and on the right hand side of the screen you can see that even though the studios don't account for the mujrt majority of unit sizes we have, sorry sro, there is only 978 across the portfolio, they do account for the highest vacancy rate. not only highest vacancy and the highest vacancy rate of these units. two things we have done this

past year to address that is on the studio units we conducted the limited opening which i mentioned previously in the 2023 updates and plan on doing similar opening in 2024 to problem solve around the lower occupancy rate on the studios and on the sro side, this past year we have implemented a change in administrative plan to accept direct referrals for non hsh funded units. those are two things we already implemented to try and target these vacancies. we are doing-in the planning stage doing a larger scale opening across all the wait lests where there are a need for more names on those lists where they have been exhausted so that will be detailed in the 2024 leasing plan, but i was aware there was a ask for this summary of the vacant units so i wanted to provide that to you

all today. >> great. thank you very much. >> thank you. >> commissioners, any questions? alright. >> thank you very much. >> thank you everybody. >> thank you. >> our next item 7f, the finance report. >> just before we begin, i want to check in with commissioners. is our hard stop before we lose quorum 5 p.m. or do we have any no pressures here, do we have leanancy on time? given we are hard stop and probably need at least 15 minutes to go into closed session, we'll take the next 5 minutes for presentation and then move into closed session.

>> this is the first quarter of 2024 which covers period of october to december. on the- >> if we could have some attention on the speaker, because we have only 5 minutes left. >> [indiscernible] as we go through this, it is early in the year so as a result you see a lot of variances, right? on the revenue side the negative variances is we anticipate getting revenues towards the end of the year and probably more then what we currently have as you did last year. two years i have been here it started off slow and ended strong. on the expense side of it, as we took a look on expenses there are timing issues around these. we'll see hiring in the housing

manager positions for [indiscernible] see hiring in housing analyst, we'll see the cbo staff service providers, we'll see landlord incentives. it is timing [indiscernible] as we go through the year. >> great. >> on the [indiscernible] [difficulty hearing speaker] as we go through these, we talked about the subsidy side. the other revenues pertains to the monies we got from hud for the referrals. ehv vouchers. the way this program works is they give all the money up front. we store the money in a bucket

called differed revenue. as we incur expenses, that money is pulled from the differed revenue to revenue. it is waiting on invoices that come from third party vendors so there is delay in the process in getting invoices. a example of that in january we got invoices for the july to september 2023 period. obviously there is delay in getting invoices, the process is slow, but the same thing that effects other revenues effected expenses. when we get invoices we apply to expenses. so you see reduction-this really is-we talk anytime the metric all the time. we talk about-at some point [indiscernible] we got off to slow start in issuing the vouchers, but as you can see

the rapid pace, slop of the line increased tremendously. this was the numbers reported at end of january. if we look at today the dash bord there is 806 vouchers and the leasing utilization increased up to 90 percent. next slide on the central office cost center is where this money is what is used to pay back office operations. the lower management revenues is a result of the lower hud subsidies we got on the hcd program and ehv program. the other revenue positive variance is the north beach site where we get surplus funding. we will always conservatively budget the number so we always have a surplus and this number.

on the expense side, compensation i believe we [indiscernible] for compensation. pay increase in the beginning of the year, so that is why that variance is there. the insurance side, that negative variance will close by end of year. we pay off the insurance off the bat rather then installments so probably the next time you see this budget we'll move the budget to compensate for that. on the [indiscernible] rest assured money will be [indiscernible] [laughter] this is subsidy for plaza east and north beach. the subsidy that comes in is hundred percent of this money sent out to the various properties. i think the negative variance

of all most $700 thousand represent the additional funds that took out of the cash reserve to pay plaza east for the properties. and management. public housing on the public housing front, again this money is really coming from-this money is for public housing and this money will be used to pay for the withdraw of the pension liabilities that we have. there will be other programs [indiscernible] >> great. >> i think the last slide. [indiscernible] the last slide is summary of all the departments.

>> any take away before we have our next meeting with you? >> it is too early in the quarter to have any plans. and this is why i want to get to the 6 month mark with you focus on the year-end budget because we [indiscernible] where we think revenue and expenses will be, but so far we know it is [indiscernible] tracking well within the budget. >> great. alright. thank you very much. all most 5 minutes. all most. we need to move now into closed session. i know that next month ceo you will have a full report out on communication so thank you for the flexibility here. just given the quorum needs. if we can have i believe we need everyone to--okay. okay. alright. >> could i ask a quick question? >> yes, please. >> do you know of any instances where the owners have changed

the utility responsibility to the tenants after conversions? >> no. no, none. thank you very much. >> i look forward to- >> yes. thank you. okay. great. can might make sense to stay here given that-- so much. everyone, this meeting is now adjourned. time is 5:19 p.m. thank you everyone. good job. bennett.

meter. >> hello, i'm captain tom the coordinator for the san francisco fire department. this oversight is the three and 4 anniversary of loma linda earthquake i want to go over a few things to help you preparation building a supply

kit and supply kit does is not have to be put together all at once take your time on the website have a list of recommendation and have enough food and water to feed your family through three to 5 days and purchase the fire extinguisher if you have an extinguisher at hand will stop a small fire from being a by fire it is simple to use check the gage make sure it is charged and then repeat the word task task stand for pull to pin aim the novel and screws the trigger and successes to the because of fire the last recommendation to look at the gas meter electrical gas lines cause fires in the loma linda earthquake and we want to

show you how to turn off the gay only turn off if you hear gas or hear hissing and coordinator nathan will demonstrate how to turn that off. >> with a whenever i'm going to turn it over one quarter turn. so in on holler orientation in turn off our gays meter don't turn it back on get a service call from >> shared spaces have transformed san francisco's adjacent sidewalks, local business communities are more

resilient and their neighborhood centers are more vibrant and mildly. sidewalks and parking lanes can be used for outdoor seating, dining, merchandising, and other community activities. we're counting on operators of shared spaces to ensure their sites are safe and accessible for all. people with disabilities enjoy all types of spaces. please provide at least 8 feet of open uninterrupted sidewalk so everyone can get through. sidewalk diverter let those who have low vision navigate through dining and other activity areas on the sidewalk. these devices are rectangular planters or boxes that are placed on the sidewalk at the ends of each shared space and need to be at least 12 inches wide and 24 inches long and 30 inches tall. they can be on wheels to make it easy to bring in and out at the start and the end of each day. but during business hours, they

should be stationary and secure. please provide at least one wheelchair accessible dining table in your shared space so the disability people can patronize your business. to ensure that wheelchair users can get to the wheelchair accessible area in the park area, provide an adequate ramp or parklet ramps are even with the curb. nobody wants to trip or get stuck. cable covers or cable ramps can create tripping hazards and difficulties for wheelchair users so they are not permitted on sidewalks. instead, electrical cables should run overhead at least ten feet above sidewalk. these updates to the shared spaces program will help to ensure safety and accessibility for everyone, so

that we can all enjoy these public spaces. more information is available at sf.govt/shared spaces.locals. >> (music). >> the work go ahead offered i didn't the rec and park friday's local young people between 14 and 17 to be part 6 the workforce and eastern responsibility and professionalism and gain job skills and assignments in neighborhoods parking and recreation centers and includes art and crafts, sport, cooking, gardening and facility support and so many more.

>> (multiple voices). >> i think we're part of the this is the fact we're outdoors and it is really great to be in nature and workreation is great first step to figure out what you would like to do workreation covers real life working skills and expansion can be allowed (unintelligible) it is a really great program because um, students get placed all the time for what they like. join us in the experience and opportunity and i really like the workreation program it is fun to workout at the summer camp with all the kids each is different and the staff is really nice.

>> why? is because i used to go to the local park often when i was a little kid. with my mom i often had to translate for my mom i applied in the hope to provide assistance for other people with first language was for the english. >> i like this job we have fun and working and i feel welcome. >> hi. >> like how a job actually works like maybe before then i didn't know like all the jobs i don't know any of that now i do. >> it has to be self aware of things and independence of value of this taught me how to be progressiveal but still learning

as i go on. >> i learned a lot like a got to adapt and challenges and obstacles come up everyday and . >> i like that we're able to really work with other people and gaining experience like how in the real world hoe how he work with other people. >> if you're looking to develop your live skills as well as cash and working in the parks, and meeting great people and working with great staff i definitely recommend the corporation. >> it is fun. >> i definitely do the scombrifrm again that the workreation and park and i'll do that again. >> i will

>> for us, we wish we had our queue and we created spaces that are active. >> food and drinks. there is a lot for a lot of folks and community. for us, it started back in 1966 and it was a diner and where our ancestors gathered to connect. i think coffee and food is the very fabric of our community as well as we take care of each other. to have a pop-up in the

tenderloin gives it so much meaning. >> we are always creating impactful meaning of the lives of the people, and once we create a space and focus on the most marginalized, you really include a space for everyone. coffee is so cultural for many communities and we have coffee of maria inspired by my grandmother from mexico. i have many many memories of sharing coffee with her late at night. so we carry that into everything we do. currently we are on a journey that is going to open up the first brick and mortar in san francisco specifically in the

tenderloin. we want to stay true to our ancestors in the tenderloin. so we are getting ready for that and getting ready for celebrating our anniversary. >> it has been well supported and well talked about in our community. that's why we are pushing it so much because that's how we started. very active community members. they give back to the community. support trends and give back and give a safe space for all. >> we also want to let folks know that if they want to be in a safe space, we have a pay it forward program that allows 20% to get some funds for someone in need can come and get a cup of coffee, pastry and feel welcomed in our community. to be among

our community, you are always welcome here. you don't have to buy anything or get anything, just be here and express yourself and be your authentic self and we will always take care of you. meter. >> hello, i'm captain tom the coordinator for the san francisco fire department. this oversight is the three and 4 anniversary of loma linda earthquake i want to go over a few things to help you preparation building a supply kit and supply kit does is not have to be put together all at

once take your time on the website have a list of recommendation and have enough food and water to feed your family through three to 5 days and purchase the fire extinguisher if you have an extinguisher at hand will stop a small fire from being a by fire it is simple to use check the gage make sure it is charged and then repeat the word task task stand for pull to pin aim the novel and screws the trigger and successes to the because of fire the last recommendation to look at the gas meter electrical gas lines cause fires in the loma linda earthquake and we want to show you how to turn off the gay only turn off if you hear gas or

hear hissing and coordinator nathan will demonstrate how to turn that off. >> with a whenever i'm going to turn it over one quarter turn. so in on holler orientation in turn off our gays meter don't turn it back on get a service call from2024.)

(gavel). >> (gavel). >> this meeting county of san francisco public safety and neighborhood services committee meeting this morning at 10:00 am., thursday, february 8, 2024. i'm supervisor stefani chair and to the right a supervisor engardio and left is supervisor dorsey. >> the clerk is mr. john carol and thank you, sfgovtv for staffing this meeting. >> mr. clerk my announcements. >> make sure you silence your cell phones and