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Home My WebLink AboutMINUTES - 10092018 - (3) CALENDAR FOR THE BOARD OF COMMISSIONERS BOARD CHAMBERS ROOM 107, COUNTY ADMINISTRATION BUILDING 651 PINE STREET MARTINEZ, CALIFORNIA 94553-1229 KAREN MITCHOFF, CHAIR JOHN GIOIA, VICE CHAIR CANDACE ANDERSEN DIANE BURGIS FEDERAL D. GLOVER FAY NATHANIEL JANNEL GEORGE-ODEN JOSEPH VILLARREAL, EXECUTIVE DIRECTOR, (925) 957-8000 PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC COMMENT OR WITH RESPECT TO AN ITEM THAT IS ON THE AGENDA, WILL BE LIMITED TO TWO (2) MINUTES. The Board Chair may reduce the amount of time allotted per speaker at the beginning of each item or public comment period depending on the number of speakers and the business of the day. Your patience is appreciated. A closed session may be called at the discretion of the Board Chair. Staff reports related to open session items on the agenda are also accessible on line at www.co.contra-costa.ca.us. SPECIAL MEETING ANNOTATED AGENDA & MINUTES October 9, 2018 ***Please Note Time Change*** 1:00 P.M. Convene and call to order. CONSIDER CONSENT ITEMS: (Items listed as C.1 through C.4 on the following agenda ) - Items are subject to removal from the Consent Calendar by request from any Commissioner or on request for discussion by a member of the public. Items removed from the Consent Calendar will be considered with the Discussion Items. DISCUSSION ITEMS D. 1 CONSIDER Consent Items previously removed. October 9, 2018 Contra Costa County Housing Authority Minutes 1 There were no items removed from consent for discussion. D. 2 PUBLIC COMMENT (2 Minutes/Speaker) D.3 CONSIDER accepting report on the relocation status of the families at the Las Deltas public housing development in North Richmond. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Diane Burgis AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Jannel George-Oden AYE Closed Session A. CONFERENCE WITH LABOR NEGOTIATORS [Gov. Code § 54957.6(a)] 1. Agency Negotiators: Joseph Villarreal, Charlene Calica, John Hunter, Marcie Scott, and Fran Buchanan Employee Organization: Public Employees Union, Local One 2. Agency Negotiators: Joseph Villarreal Unrepresented Employees: All unrepresented employees There were no announcements from closed session. ADJOURN Adjourned today's meeting at 1:05 p.m. CONSENT ITEMS: C.1 DENY claim filed by Michelle Stamps. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Diane Burgis AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Jannel George-Oden AYE October 9, 2018 Contra Costa County Housing Authority Minutes 2 C.2 ADOPT Resolution No. 5213 to invest U.S. Department of Housing and Urban Development (HUD) and non-HUD funds according to Housing Authority of the County of Contra Costa's Investment Policy. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Diane Burgis AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Jannel George-Oden AYE C.3 AWARD and AUTHORIZE the Executive Director, or designee, to execute a construction contract with Engineered Soil Repairs, Inc., in the amount of $141,239 (plus potential payment for additional rip-rap), and related actions, for the Landslide Repair/Slope Stabilization Project, Alhambra Terrace, Martinez. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Diane Burgis AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Jannel George-Oden AYE C.4 ADOPT Resolution No. 5214 to approve collection loss write-offs in the public housing program in the amount of $ 81,583.56 for the quarter ending September 30, 2018. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Diane Burgis AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Jannel George-Oden AYE GENERAL INFORMATION Persons who wish to address the Board of Commissioners should complete the form provided for that purpose and furnish a copy of any written statement to the Clerk. All matters listed under CONSENT ITEMS are considered by the Board of Commissioners to be routine and will be enacted by one motion. There will be no separate discussion of these items unless requested by a member of the Board or a member of the public prior to the time the Commission votes on the motion to adopt. October 9, 2018 Contra Costa County Housing Authority Minutes 3 Persons who wish to speak on matters set for PUBLIC HEARINGS will be heard when the Chair calls for comments from those persons who are in support thereof or in opposition thereto. After persons have spoken, the hearing is closed and the matter is subject to discussion and action by the Board. Comments on matters listed on the agenda or otherwise within the purview of the Board of Commissioners can be submitted to the office of the Clerk of the Board via mail: Board of Commissioners, 651 Pine Street Room 106, Martinez, CA 94553; by fax: 925-335-1913; or via the County’s web page: www.co.contracosta.ca.us, by clicking “Submit Public Comment” (the last bullet point in the left column under the title “Board of Commissioners.”) The County will provide reasonable accommodations for persons with disabilities planning to attend Board meetings who contact the Clerk of the Board at least 24 hours before the meeting, at (925) 335-1900; TDD (925) 335-1915. An assistive listening device is available from the Clerk, Room 106. Copies of taped recordings of all or portions of a Board meeting may be purchased from the Clerk of the Board. Please telephone the Office of the Clerk of the Board, (925) 335-1900, to make the necessary arrangements. Applications for personal subscriptions to the monthly Board Agenda may be obtained by calling the Office of the Clerk of the Board, (925) 335-1900. The monthly agenda may also be viewed on the County’s internet Web Page: www.co.contra-costa.ca.us The Closed session agenda is available each month upon request from the Office of the Clerk of the Board, 651 Pine Street, Room 106, Martinez, California, and may also be viewed on the County’s Web Page. AGENDA DEADLINE: Thursday, 12 noon, 12 days before the Tuesday Board meetings. October 9, 2018 Contra Costa County Housing Authority Minutes 4 RECOMMENDATIONS CONSIDER accepting report on the relocation status of the families at the Las Deltas public housing development in North Richmond. BACKGROUND As part of the RAD conversion of the Las Deltas public housing units, HACCC is required to assist the families living at Las Deltas to find new, affordable places to live. All of the residents living at Las Deltas at the time of conversion, must be assisted under the laws and regulations set forth in the Uniform Relocation Act, California Relocation Assistance Law and the California Relocation Assistance and Real Property Acquisition Guidelines. There were 81 families living at Las Deltas when it was approved for RAD. All are/were eligible for relocation benefits. In September 2017 HACCC began officially moving families out of Las Deltas. Although a few of the 81 families had moved before this date, these early movers retained eligibility for, and were offered, relocation benefits. The mover status of the Las Deltas families as of October 3, 2018 is as follows: Action of Board On: 10/09/2018 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Diane Burgis, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Jannel George-Oden, Commissioner Contact: 925-957-8028 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: October 9, 2018 Joseph Villarreal, Executive Director By: June McHuen, Deputy cc: D.3 To:Contra Costa County Housing Authority Board of Commissioners From:Joseph Villarreal, Housing Authority Date:October 9, 2018 Contra Costa County Subject:RELOCATION STATUS OF LAS DELTAS RESIDENTS AND DEMOLITION STATUS OF SIX-PLEXES October 9, 2018 Contra Costa County Housing Authority Minutes 5 BACKGROUND (CONT'D) Total Las Deltas Families Eligible for Relocation 81 Total Families That Have Moved 58 Moved to other public housing 32 Moved using voucher within HACCC jurisdiction 18 Moved using voucher outside of HACCC jurisdiction 7 Moved and left HACCC programs 1 Total Families Pending Move 23 Waiting to move to other public housing unit 7 Already issued voucher, searching for a unit 16 Waiting for voucher to be issued 0 Demolition Work Activity Begin mobilization date: Tuesday, Sept 25 Pre-construction onsite meeting date: Tuesday Oct 2 Begin abatement date: Monday, Oct 8-19 Demolition start date: Tuesday Oct 16 Project substantial completion date: Nov 2 FISCAL IMPACT Funding of approximately $1.4 million is provided in the Housing Authority's (HACCC) current PHA Annual Plan Capital Fund Program (CFP) budget for the cost of the relocation consultants and all direct relocation costs that will be provided to families (e.g., security deposits, utility transfer fees and the costs to hire movers). $1 million is targeted for direct relocation costs for the families of Las Deltas. CONSEQUENCE OF NEGATIVE ACTION None. Information item only. CLERK'S ADDENDUM October 9, 2018 Contra Costa County Housing Authority Minutes 6 RECOMMENDATIONS DENY claim filed by Michelle Stamps. BACKGROUND See attached. FISCAL IMPACT No fiscal impact. Action of Board On: 10/09/2018 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Diane Burgis, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Jannel George-Oden, Commissioner Contact: Scott Selby 925.335.1400 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: October 9, 2018 Joseph Villarreal, Executive Director By: Stacey M. Boyd, Deputy cc: C.1 To:Board of Supervisors From: Date:October 9, 2018 Contra Costa County Subject:Claim October 9, 2018 Contra Costa County Housing Authority Minutes 7 CLERK'S ADDENDUM ATTACHMENTS Claim Michelle Stamps October 9, 2018 Contra Costa County Housing Authority Minutes 8 October 9, 2018 Contra Costa County Housing Authority Minutes 9 October 9, 2018 Contra Costa County Housing Authority Minutes 10 October 9, 2018 Contra Costa County Housing Authority Minutes 11 October 9, 2018 Contra Costa County Housing Authority Minutes 12 October 9, 2018 Contra Costa County Housing Authority Minutes 13 October 9, 2018 Contra Costa County Housing Authority Minutes 14 RECOMMENDATIONS ADOPT Resolution No. 5213 to invest U.S. Department of Housing and Urban Development (HUD) and non-HUD funds according to Housing Authority of the County of Contra Costa's Investment Policy. BACKGROUND California Government Code (CGC) Section 53646(a)(2)] requires staff to annually prepare and submit a statement of investment policy, and any changes thereto, to the Board of Commissioners for consideration at a public meeting. HACCC’s Investment Policy was developed following guidelines set forth both by the State and HUD. In general, the State’s approach to investing public funds is outlined in CGC Section 53600.5, which reads as follows: When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, the primary objective of a trustee shall be to safeguard the principal of the funds under its control. The secondary objective shall be to meet the liquidity needs of the depositor. The third objective shall be to achieve a return on the funds under its control. Action of Board On: 10/09/2018 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Diane Burgis, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Jannel George-Oden, Commissioner Contact: 925-957-8028 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: October 9, 2018 Joseph Villarreal, Executive Director By: , Deputy cc: C.2 To:Contra Costa County Housing Authority Board of Commissioners From:Joseph Villarreal, Housing Authority Date:October 9, 2018 Contra Costa County Subject:ANNUAL REVIEW AND APPROVAL OF INVESTMENT POLICY October 9, 2018 Contra Costa County Housing Authority Minutes 15 BACKGROUND (CONT'D) The majority of HACCC’s funds are federal moneys received from HUD. When investing these moneys HACCC must follow both the broad guidelines listed above as required by the State and HUD’s more specific requirements set forth in HUD PIH Notice 2002-13. It authorizes housing authorities to invest HUD funds in the following: United States Treasury Bills, Notes and Bonds; Obligations issued by Agencies or Instrumentalities of the U.S. Government; State or Municipal Depository Funds, such as the Local Agency Investment Fund (LAIF) or pooled cash investment funds managed by County treasurers; Insured Demand and Savings Deposits, provided that deposits in excess of the insured amounts must be 100% collateralized by federal securities; Insured Money Market Deposit Accounts; Insured SUPER NOW accounts, provided that deposits in excess of the insured amount must be 100% collateralized by federal securities; Negotiable Certificates of Deposit issued by federally or state chartered banks or associations, limited to no more than 30% of surplus funds; Repurchase/Reverse Repurchase Agreements of any securities authorized by this section; securities purchased under purchase agreements shall be no less than 102% of market value; Sweep Accounts that are 100% collateralized by federal securities; Shares of beneficial interest issued by diversified management companies investing in the securities and obligations authorized by this Section (Money Market Mutual Funds); Funds must carry the highest rating of at least two national rating agencies and are limited to not more than 20% of surplus funds; Funds held under the terms of a Trust Indenture or other contract or agreement including the HUD/PHA Annual Contributions Contract, may be invested according to the provisions of those indentures or contracts; and Any other investment security authorized under the provisions of HUD Notice PIH 02-13. Any non-HUD moneys controlled by HACCC may be invested in the following instruments permitted by the State (CGC Section 53601 et. seq.): Bonds issued by the local entity with a maximum maturity of five years; United States Treasury Bills, Notes and Bonds; Registered state warrants or treasury notes or bonds issued by the State of California; Bonds, notes, warrants or other evidence of debt issued by a local agency within the State of California, including pooled investment accounts sponsored by the State of California, County Treasurer, other local agencies or Joint Powers Agencies; Obligations issued by Agencies or Instrumentalities of the U.S. Government; Bankers Acceptances with a term not to exceed 270 days, limited to 40% of surplus funds; no more than 30% of surplus funds can be invested in Bankers Acceptances of any single commercial bank; Prime Commercial Paper with a term not to exceed 180 days and the highest ranking issued by Moody’s Investors Service or Standard & Poor’s Corp., limited to 15% of surplus funds; provided that if the average total maturity of all commercial papers does not exceed 31 days up to 30% of surplus funds can be invested in commercial papers. Negotiable Certificates of Deposit issued by federally or state chartered banks or associations, limited to not more than 30% of surplus funds; Repurchase/Reverse Repurchase Agreements of any securities authorized by this Section, securities purchased under these agreements shall be no less than 102% of market value. Securities purchased under reverse repurchase agreements shall be for temporary and unanticipated cash flow needs only. Medium term notes (not to exceed two years) of U.S. corporations rated “AAA” or better by Moody’s or Standard & Poor’s limited to not more than 30% of surplus funds; Shares of beneficial interest issued by diversified management companies investing in the securities and October 9, 2018 Contra Costa County Housing Authority Minutes 16 obligations authorized by this Section (Money Market Mutual Funds), limited to not more than 15% of surplus funds; Funds held under the terms of a Trust Indenture or other contract or agreement may be invested according to the provisions of those indentures or agreements; Collateralized bank deposits with a perfected security interest in accordance with the Uniform Commercial Code (UCC) or applicable federal security regulations; Any mortgage pass-through security, collateralized mortgage obligation, mortgaged backed or other pay-through bond, equipment least-backed certificate, consumer receivable pass-through certificate or consumer receivable backed bond of a maximum maturity of five years, securities in this category must be rated AA or better by a national rating service and are limited to not more than 30% of surplus funds; Any other investment security authorized under the provisions of California Government Code Sections 5922 and 53601. HACCC takes a conservative approach to investing. In the past, the majority of HACCC’s available funds (over 50%) have been placed in the Local Agency Investment Fund (LAIF), an investment alternative for California's local governments and special districts that is under the oversight of the State Treasurer. Investments in LAIF are highly liquid, as deposits can be converted to cash within twenty-four hours without loss of interest or principal. Under Federal Law, the State of California cannot declare bankruptcy, thereby providing some assurance that the investments are secure. HACCC’s remaining investments are in certificates of deposit, money market accounts and government securities. As a result of HUD's recapture of the Section 8 housing assistance payment reserves from every housing authority, the percentage of HACCC's invested funds held by LAIF has decreased to 1.83%. In order to monitor HACCC’s compliance with the Investment Policy, staff provide the Board of Commissioners with quarterly reports showing HACCC’s investments and any recent activity or changes in those investments as required by CGC Section 53646(b). Compliance with the Investment Policy is also reviewed during HACCC’s independent audit. HACCC has had no findings or comments regarding its investment activity. Staff’s recommendation is to maintain HACCC’s current policy (see attachment). The attached policy was originally approved by the Board in 2007. FISCAL IMPACT This policy requires the HACCC to take a prudent approach to investing and that HACCC will not make any speculative investments, considering the probable safety of the capital as well as the probable income to be derived. The primary objectives of HACCC’s investment activities, in order of priority, are: safety; liquidity; return on investment. CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners elect not to adopt Resolution No. 5213 approving the Investment Policy for the Housing Authority of the County of Contra Costa, HACCC would not be in compliance with HUD regulations and California Government Code. AGENDA ATTACHMENTS Board Order Investment Policy MINUTES ATTACHMENTS Signed Resolution No. 5213 October 9, 2018 Contra Costa County Housing Authority Minutes 17 October 9, 2018Contra Costa County Housing Authority Minutes18 October 9, 2018Contra Costa County Housing Authority Minutes19 October 9, 2018Contra Costa County Housing Authority Minutes20 October 9, 2018Contra Costa County Housing Authority Minutes21 October 9, 2018Contra Costa County Housing Authority Minutes22 October 9, 2018Contra Costa County Housing Authority Minutes23 October 9, 2018Contra Costa County Housing Authority Minutes24 October 9, 2018 Contra Costa County Housing Authority Minutes 25 RECOMMENDATIONS (1) APPROVE plans, specifications, and design for the Landslide Remediation/Slope Stabilization Project, Alhambra Terrace, Martinez Project (CA011001). (2) APPROVE the above project and take related actions under the California Environmental Quality Act (CEQA). (3) DETERMINE the project is a CEQA Class 1, Class 3, and Class 4 categorical exemption, pursuant to Article 19, Sections 15301, 15303, and 15304 of the CEQA Guidelines. (4) AWARD the construction contract for the above project to Engineered Soil Repairs, Inc. ("ESR") in the amount listed in ESR's proposal ($141,239.00, plus $124.00 per ton of placed rock rip- rap in excess of 450 tons), and DIRECT that ESR shall present two good and sufficient surety bonds contractor shall present two good and sufficient surety bonds (performance and payment) in the amount of $141,239.00 each and that the Executive Director, or designee, shall prepare the contract. Action of Board On: 10/09/2018 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Diane Burgis, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Jannel George-Oden, Commissioner Contact: 925-957-8028 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: October 9, 2018 Joseph Villarreal, Executive Director By: June McHuen, Deputy cc: C.3 To:Contra Costa County Housing Authority Board of Commissioners From:Joseph Villarreal, Housing Authority Date:October 9, 2018 Contra Costa County Subject:Construction Contract with Engineered Soil Repairs, Inc. October 9, 2018 Contra Costa County Housing Authority Minutes 26 RECOMMENDATIONS (CONT'D) (5) AUTHORIZE the Executive Director, or designee, to approve construction change orders, as needed, up to a maximum total of 10% ($14,123.90), which is in addition to the contract award amount ($141,239.00) and the potential payment for extra rip-rap set forth above. (6) ORDER that, after the contractor has signed the contract and returned it, together with the bonds as noted above, certificates of insurance, and any other required documents, and the Executive Director has reviewed and found them to be sufficient, the Executive Director, or designee, is authorized to sign the contract for this Board. (7) ORDER that the Executive Director, or designee, is authorized to sign any escrow agreements prepared for this project to permit the direct payment of retentions into escrow or the substitution of securities for moneys withheld by HACCC to ensure performance under the contract, pursuant to Public Contract Code Section 22300. (8) DELEGATE, pursuant to Public Contract Code Section 4114, to the Executive Director, or designee, the Board’s functions under Public Contract Code Sections 4107 and 4110. (9) DELEGATE, pursuant to Labor Code Section 6705, to the Executive Director, or to any registered civil or structural engineer employed by HACCC, the authority to accept detailed plans showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection during trench excavation covered by that section. (10) DIRECT the County Director of Conservation and Development to file a Notice of Exemption with the County Clerk and AUTHORIZE the Executive Director, or designee to arrange for payment of a $25 fee to Conservation and Development for processing and a $50 fee to the County Clerk for filing the Notice of Exemption. BACKGROUND On January 18, 2017, a landslide occurred on the Housing Authority's property next to the main administrative buildings (Alhambra Terrace). Mud flowing downhill from the slide came to rest next to the buildings. To prevent damage to the buildings and potential injury to staff, management directed prompt removal and clean-up of the mud. To prevent the slide from recurring and to stabilize the Housing Authority property, management hired a geotechnical firm (Kropp & Associates) to investigate the cause of the slide. On February 14, 2018, Kropp & Associates issued a report with recommendations for a long-term repair and stabilization of the slide area. According to the Kropp report, there is some indication that the slide was caused or worsened by drainage directed into the slide area from an adjacent property. Management and staff are in the process of pursuing a claim against that property owner's homeowners insurance. To carry out the Kropp report recommendations, management hired a structural engineering firm (Spectrum Engineers) to prepare a detailed design for the slide repair and slope stabilization project. Detailed plans and specifications, consisting of 6 sheets and 12 pages, were prepared by a licensed structural engineer and finalized on September 7, 2018. The plans and specifications will enable the slide area to be permanently repaired and stabilized. Using the plans and specifications, staff solicited a quote for the slide repair construction work from October 9, 2018 Contra Costa County Housing Authority Minutes 27 Engineered Soil Repairs, Inc. (ESR) of Walnut Creek, piggy-backing off of an existing contract that the County has with ESR for on-call services. ESR was also the top-listed firm on the list of contractors recommended by Kropp & Associates. On September 19, 2018, ESR submitted a proposal to perform the construction work for the slide repair/slope stabilization project for $141,239, plus $124 per ton for placed rock rip-rap in excess of 450 tons. Staff has reviewed the bid price and is satisfied it is a reasonable price for the substantial work involved. During construction, Kropp & Associates and Spectrum Engineers will visit the site to verify that the work is proceeding in accordance with the Kropp report recommendations and the plans and specifications. To enable the slide repair/slope stabilization project to be completed this construction season before the rainy season shuts down construction, the Executive Director recommends that the Board take the following actions: (1) Approve the project design, plans, and specifications, which approval will give design immunity to the Housing Authority. (2) Determine that the slide repair/slope stabilization project, which will basically restore the slope of the Housing Authority property to its original configuration, qualifies as a categorical exemption under the following Guidelines for the California Environmental Quality Act (CEQA): Class 1 (repair and maintenance of public structures, facilities, or topographical features), Class 3 (construction and location of new, small facilities or structures), and Class 4 (minor public alterations to land). See the Notice of Exemption attached to this Board order. (3) Award the construction contract for the above project to ESR for their bid price ($141,239, plus $124 per ton for placed rock rip-rap in excess of 450 tons), direct the Executive Director to prepare the contract, and authorize the Executive Director to sign the contract following his review and approval of the signed contract, bonds, and insurance from ESR. (4) Take the additional related actions listed in the Recommended Actions above. FISCAL IMPACT The construction contract and related project management, inspection, and testing will be funded 100% by HUD. CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners not award the construction contract, as recommended, the landslide will remain unrepaired and unstabilized, with the potential for additional damage, injury to staff, and interference with HACCC operations during the upcoming rainy season. CLERK'S ADDENDUM ATTACHMENTS NOE October 9, 2018 Contra Costa County Housing Authority Minutes 28 CONTRA COSTA COUNTY CALIFORNIA ENVIRONMENTAL QUALITY ACT Notice of Exemption To: Office of Planning and Research From : Contra Costa County P.O. Box 3044, Room 113 Dept. of Conservation & Development Sacramento, CA 95812-3044 30 Muir Road Martinez, CA 94553 County Clerk County of: Contra Costa Project Name/File No.: Landslide Remediation/Slope Stabilization Project for the Housing Authority of Contra Costa – Alhambra Terrace, Martinez. Project Applicant /Sponsor Name and Address : Housing Authority of the County of Contra Costa Attn: Mr. Robert Moore 3133 Estudillo Street Martinez, California 94553 Project Location/Address /APN: 3133 Estudillo Street Martinez, California 94553 APN: 376-010-010 Project Description: In January 2017, a landslide occurred on undeveloped Housing Authority property in Martinez. The area consists of a steeply sloped hillside and is approximately 9 acres in size. The landslide area is approximately 40' in width and 80' in length. The slide material flowed approximately 175' to the exterior of the Housing Authority Central Office, nearly flooding a portion of the building. The landslide remediation project consists of constructing a soldier pile and lagging retaining wall and rip -rap system. The retained height of the soldier pile wall would be approximately 6 feet in height. The soldier piles will be comprised of steel "H" piles installed in drilled shafts with structural concrete. Pressure -treated wood lagging will be placed between the soldier piles. Wall drainage would be allowed to weep between the lagging through filter fabric and be collected in a concrete “v-ditch” at the toe of the wall, then carried downslope via pipe or v-ditch to an existing drain collection system (storm drain). Rock (“rip-rap”) would be placed on a benched excavation upslope of the soldier -pile wall and extend upslope from the wall to the top of the slide scarp at about a 2:1 inclination. The project also includes approval of the project design, plans, and specifications and award of the construction contract for the above project to Engineered Soil Repairs, Inc. ("ESR") in the amount listed in ESR's proposal ($141,239.00, plus $124.00 per ton of placed rock rip-rap in excess of 450 tons ). The goal of this project is to remediate the landslide area, so as not to cause further damage to the Central Office or other Housing Authority property, which is currently vulnerable to future damage if not remediated. No other improvements or changes to the property are planned, and the area of the project will remain vacant, undeveloped hillside, similar to its original configuration before the landslide. Name of Public Agency Approving Project: The County of Contra Costa Name of Person or Agency Carrying Out Project: Housing Authority of Contra Costa County Project Approval/Adoption Date: Exempt Status: Ministerial Project (Sec. 21080(b) (1); 15268(a); Categorical Exemption, Section 15301 (Class 1) Section 15303 (Class 3), and Section 15304 (Class 4) Declared Emergency (Sec. 21080(b)(3); 15269(a)); Other Statutory Exemption Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); General Rule of Applicability Reasons why project is exempt: This project is exempt from CEQA as determined by the Department of Conservation and Development as follows: Class 1 consists of the operation, repair, maintenance, or minor alteration of existing public structures, facilities, or topographical features, involving no expansion of the use beyond that existing at the time of the lead agency’s determination. Class 3 consist s of construction and location of new, small facilities or structures. Class 4 consists of minor public alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees. This project is consistent with those criteria. Lead Agency Contact Person: Telma B. Moreira Area Code/Telephone/Extension: 925-674-7783 October 9, 2018 Contra Costa County Housing Authority Minutes 29 If filed by applicant: 1. Attach certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ___________________________________ Date: ________________ Title: _________________________ Signed by Lead Agency Signed by Applicant AFFIDAVIT OF FILING AND POSTING I declare that on I received and posted this notice as required by California Public Resources Code Section 21152(c). Said notice will remain posted for 30 days from the filing date. Signature Title Applicant: Department of Fish and Game Fees Due Robert Moore EIR - $3,029.75 Total Due: $ Housing Authority of the County of Contra Costa 3133 Estudillo Street Martinez, CA 94553 Neg. Dec. - $2,181.25 Total Paid $ DeMinimis Findings - $0 County Clerk - $50 Receipt #: Conservation & Development - $25 October 9, 2018 Contra Costa County Housing Authority Minutes 30 RECOMMENDATIONS ADOPT Resolution No. 5214 to approve collection loss write-offs in the public housing program in the amount of $ 81,583.56 for the quarter ending September 30, 2018. BACKGROUND The Housing Authority takes action to write off accounts that have been determined to be non-collectible. For this quarter ending SEPTEMBER 30, 2018 a breakdown of the recommended write-offs, by housing development, is provided in the following table (see next page): Action of Board On: 10/09/2018 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Diane Burgis, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Jannel George-Oden, Commissioner Contact: 925-957-8028 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: October 9, 2018 Joseph Villarreal, Executive Director By: Jami Napier, Deputy cc: C.4 To:Contra Costa County Housing Authority Board of Commissioners From: Date:October 9, 2018 Contra Costa County Subject:COLLECTION LOSS WRITE-OFF FOR THE QUARTER ENDING SEPTEMBER 30, 2018 October 9, 2018 Contra Costa County Housing Authority Minutes 31 BACKGROUND (CONT'D) CA011-001 Alhambra Terrace Martinez $566.00 CA011-003 Bridgemont Antioch $9,147.50 CA011-004 Los Nogales Brentwood $566.00 CAO11-005 El Pueblo Pittsburg $3,451.05 CA011-006 Las Deltas N. Richmond $0 CA11-008 Los Arboles Oakley $0 CA011-009A Las Deltas N. Richmond $0 CA011-009B Las Deltas N. Richmond $0 CA011-010 Bayo Vista Rodeo $60,577.60 CA011-011 Hacienda Martinez $523.24 CA011-012 Casa de Manana Oakley $307.89 CA011-013 Casa de Serena Bay Point $0 CA011-015 Elder Winds Antioch $0 CA011-4501 Vista del Camino San Pablo $5,151.52 CA011-4502 Kidd Manor $1,292.76 TOTAL $81,583.56 A total of 18 accounts are being recommended for write-off, representing an average of $4,532.42 per account. The following table illustrates the collection losses per quarter for the past four quarters. October 9, 2018 Contra Costa County Housing Authority Minutes 32 Conventional Program THIS QUARTER 09/30/2018 $81,583.56 03/31/18 $50,381.06 01/31/18 $35,979.41 09/31/17 $193,229.09 Prior to submission of an account for write-offs, the staff makes every effort to collect money owed to HACCC. Once the account is written off, staff uploads debt amount to HUD's Debts Owed System, to further Housing Authorities efforts to collect monies owed. Past participants that owe Housing Agencies may be denied admission to public housing or housing choice voucher programs in the future unless debt is repaid. FISCAL IMPACT Uncollectable amounts impact the budget by reducing total rental income. The Housing Authority of the County of Contra Costa (HACCC) regularly writes off those accounts that have been determined to be uncollectable. Once an account is written off, it can be turned over to a collection agency. For the period ending September 30, 2018 the collection loss write-off total is $81,583.56. CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners elect not to adopt Resolution No. 5214 these accounts would inflate the total accounts receivable for HACCC and present and inaccurate financial picture. AGENDA ATTACHMENTS Collection loss write off chart MINUTES ATTACHMENTS Signed Resolution No. 5214 October 9, 2018 Contra Costa County Housing Authority Minutes 33 C:\Windows\TEMP\BCL Technologies\easyPDF 7\@BCL@100E58A4\@BCL@100E58A4.docx M E M O R A N D U M TO: Joseph Villarreal, Executive Director FROM: Elizabeth Campbell, Director of Managed Housing Programs SUBJECT: Vacated Collection Loss Write-Offs DATE: September 30, 2018 ____________________________________________________________________________ I have reviewed the request for Vacated Collection Loss Write-Off Accounts submitted by the Housing Managers and recommend that the following amounts be written off/submitted as n on- collectible: PROJECT RENT LEGAL MAINTENANCE TOTAL TENANT ACCOUNTS Alhambra Terr. Martinez CAL 11-1 -0- -0- $566.00 $566.00 1 Bridgemont, Antioch CAL 11-3 $9,022.50 -0- $125.00 $9,147.50 1 Los Nogales, Brentwood CAL 11-4 -0- -0- $566.00 $566.00 1 El Pueblo, Pittsburg CAL 11-5 $2,351.72 -0- $1,099.33 $3,451.05 4 Las Deltas, N. Richmond CAL 11-6 -0- -0- -0- -0- 0 Los Arboles, Oakley CAL 11-8 -0- -0- -0- -0- 0 Las Deltas, N. Richmond CAL 11-9A -0- -0- -0- -0- 0 Las Deltas, N. Richmond CAL 11-9B -0- -0- -0 -0- 0 Bayo Vista, Rodeo CAL 11-10 $57,222.85 -0- $3,354.75 $60,577.60 5 Hacienda, Martinez CAL 11-11 -0- -0- 523.24 $523.24 1 Casa de Manana, Oakley CAL 11-12 -0- -0- 307.89 $307.89 1 Casa de Serena Bay Point CAL 11-13 -0- -0- -0- -0- 0 Elder Winds, Antioch CAL 11-15 $4,842.46 -0- $309.06 $5,151.52 3 Vista del Camino San Pablo 4501 $105.00 -0- $1,187.76 $1,292.76 1 Kidd Manor, San Pablo 4502 -0- -0- -0- -0- 0 TOTALS: $73,544.53 -0- $8,039.03 $81,583.56 18 October 9, 2018 Contra Costa County Housing Authority Minutes 34 October 9, 2018 Contra Costa County Housing Authority Minutes 35