HomeMy WebLinkAboutMintues - Housing Commission 12/04/2019CITY OF PALM DESERT
PALM DESERT HOUSING COMMISSION
MINUTES
WEDNESDAY, DECEMBER 4, 2019 — 3:30 P.M.
DEVELOPMENT SERVICES CONFERENCE ROOM
73-510 FRED WARING DRIVE, PALM DESERT, CA 92260
I. CALL TO ORDER
Chair Greg Ballard called the meeting to order at 3:30 p.m.
II. ROLL CALL
Present:
Absent:
Commissioner Donna Ault Commissioner Katz
Commissioner Jann Buller
Commissioner Dennis Guinaw
Commissioner Melody Morrison
Vice -Chair Juan Mireles
Chair Gregory Ballard
Also Present:
Lauri Aylaian, Executive Director
Susan Marie Weber, Mayor
Kathleen Kelly, City Council Member Liaison
Ryan Stendell, Director of Community Development
Jessica Gonzales, Senior Management Analyst
Teresa Vakili, RPM Company
Melinda Gonzalez, Recording Secretary
III. ORAL COMMUNICATIONS
Commissioner Buller stated she attended the housing authority tour and commends Ms.
Jessica Gonzales, Ms. Teresa Vakili and Ms. Melinda Gonzalez for an enjoyable and
informative tour. Commissioner Buller added the tour was well attended and organized
and felt it was time well spent. She noted the tour included a walkthrough of two properties
and thoroughly enjoyed the refreshments offered at Carlos Ortega Villas at the conclusion
of the tour.
Chair Ballard agreed with Commissioner Buller adding he also enjoyed the tour and felt
it couldn't have been any better.
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PALM DESERT HOUSING COMMISSION DECEMBER 4, 2019
Senior Management Analyst, Jessica Gonzales, introduced Mayor Susan Marie Weber to
the Commissioners. Mayor Weber addressed the Commission on behalf of the City
Council, stating this time of the year the City Council would like to say thank you to its
Committees and Commissions. Mayor Weber expressed the City Council's gratitude and
noted those who attended the tour were able to see the impact the Commission has on
the City, adding the Council really benefits from the Commission. Mayor Weber thanked
the commissioners for their service and presented each with a gift card on behalf of the
City Council.
IV. CONSENT CALENDAR
A. MINUTES of the Regular Housing Commission meeting of October 2, 2019.
Rec: Approve as presented.
Upon a motion by Vice Chair Mireles, second by Commissioner Morrison, and a
6-0 vote of the Housing Commission the Consent Calendar was approved as
presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None;
ABSENT: Katz).
V. NEW BUSINESS
A. SELECTION of a Chairperson and Vice Chairperson.
Ms. Gonzales briefly explained the process for selecting a Chair and Vice Chair as
there are several new members to the Commission. Upon inquiry, Ms. Gonzales
advised the current Vice Chair is Commissioner Mireles. Commissioner Buller asked
Commissioner Mireles if he would be comfortable accepting a nomination for Chair
noting she has appreciated his leadership, as well as the Chair's over the past year.
Commissioner Mireles replied he would be comfortable acting as Chair for the
Commission adding he has always taken an interest in housing and providing it for
those in need.
Commissioner Morrison moved to, by minute motion, appoint Vice Chair Mireles
to Chair. The motion was seconded by Commissioner Buller, and carried by a 6-0 vote
(AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT:
Katz).
Commissioner Guinaw moved to, by minute motion, appoint Chair Ballard to Vice
Chair. The motion was seconded by Commissioner Ault and carried by a 6-0 vote
(AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT:
Katz).
B. REQUEST FOR CONSIDERATION to recommend the award of Contract No.
HA39040 to Service First, LLC, for Pool and Water Feature Maintenance and Repair
Services at the Authority Properties in a total annual amount not to exceed $165,000.
Ms. Gonzales acknowledged the staff report before the Commissioners. She reported
staff is requesting consideration of a recommendation to the Housing Authority Board
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PALM DESERT HOUSING COMMISSION DECEMBER 4, 2019
to authorize the award of contract HA39040 to Service First. Ms. Gonzales gave a
brief summary of efforts made as to this contract noting staff had previously solicited
proposals for pool maintenance and repair services for housing authority properties,
however, the proposals received for this solicitation were incomplete. A new RFP was
created and solicited. Two responses were received, both of which were qualified. Of
the two, Service First proposed the best bid for services provided to the properties.
The initial proposal request solicited services for seven days, but due to cost, was
scaled back to five days of service. Ms. Gonzales informed the additional amount of
$30,480 was requested for unforeseen repair services not covered in the monthly
services contract adding this component in the contract requires services be solicited
at the prevailing wage rate.
Upon inquiry from Commissioner Morrison, Ms. Gonzales clarified the amount of
$134,520 is requested for the proposed maintenance services and an additional
amount of $30,480 has be requested for repair services that may arise that are beyond
the contracted services bringing the total amount requested to $165,000.
Mr. Ballard commented the amount seemed high for this type of maintenance. Ms.
Gonzales agreed it is seemingly a large amount, noting this is primarily due to services
being provided daily and the amount of pool service required. Ms. Gonzales
encouraged commissioners to review the proposal submitted with the staff report
which outlined all the services that will be provided. She advised after researching the
average prices for these services, the proposed amount was consistent with market
pricing for commercial services. She further added these services are requirements
that have to be met on a daily basis to stay in compliance with Health Department
regulations and standards.
Commissioner Mireles asked if the company is doing any other work around the area.
Ms. Gonzales advised they are currently working on other jobs in the area and have a
local office. Community Development Director, Ryan Stendell, commented he has
worked with the company over the last two fiscal years at the Aquatic Center and they
provided services appropriate for commercial services.
Commissioner Ault inquired about pool plastering, noting she did not see it as part of
the maintenance contract.
Ms. Gonzales confirmed it is not part of the maintenance services contract, and stated
plastering is a separate project considered individually at each property. She clarified
the contract is just for maintenance services and repairs such as a lighting issue or a
pump going out. She further informed additional requirements in the RFP were a
response time of one hour. This is necessary to comply with the Health Departments
requirements for certain incidents or maintenance which may arise.
Upon inquiry by Commissioner Morrison, Ms. Gonzales confirmed the employees that
will be completing the maintenance and repair services are employees of Service First
and are not subcontracted workers.
Commissioner Guinaw inquired about the management of the contract. Ms. Gonzales
explained staff is requesting approval of the contract from the Housing Commission
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PALM DESERT HOUSING COMMISSION DECEMBER 4, 2019
and the Housing Authority Board. However, part of the approval request is to allow
RPM to enter into contract with Service First directly, as well as management of the
contract.
Commissioner Buller inquired about the verbiage "Waive any and all irregularities..."
Ms. Gonzales explained this is a common request when there are minor items being
waived, for example in the current contract the original solicitation was for seven days
of service, however, the request for approval is for five days of service.
Upon a motion by Commissioner Guinaw, second by Vice Chair Mireles, and a
6-0 vote of the Housing Commission the Request for Consideration to authorize the
award of Contract No. HA39040 to Service First, LLC, for Pool and Water Feature
Maintenance and Repair Services at the Authority Properties was approved as
presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None;
ABSENT: Katz).
VI. CONTINUED BUSINESS
None
VII. OLD BUSINESS
None
Vill. REPORTS AND COMMENTS
A. Commission Members Remarks and Requests
Ms. Gonzales acknowledged the memo before the Commissioners which provided
staff findings and recommendation regarding the request for electrical hookups at The
Pueblos. Ms. Gonzales invited commissioners to provide comments or questions
regarding the memo and recommendation. No comments or questions were asserted.
Ms. Gonzales acknowledged the memo before the Commissioners which provided
staff findings and recommendation regarding the request to install a speed bump at
Carlos Ortega Villas. Ms. Gonzales invited commissioners to provide comments or
questions regarding the memo and recommendation.
Chair Ballard asked if there was really a problem with speeding at Carlos Ortega Villas.
Ms. Vakili advised there have been a couple of incidents where relatives and guests
have sped in the parking lot areas. Management has had to remind residents to advise
their visitors to drive at a slower pace.
Mr. Stendell commented the memos prepared by staff are types of requests which can
be taken to RPM directly for resolution. He further noted he did not want
Commissioners to feel they needed to wait and bring these items before the
Commission. He encouraged starting the process with RPM who is empowered by
contract to attend to these requests and when deemed necessary could bring an item
before the Commission for consideration.
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PALM DESERT HOUSING COMMISSION DECEMBER 4, 2019
Vice Chair Mireles inquired about efforts in the community to help the homeless,
adding he is very concerned for the welfare of our homeless population.
Council Member Kelly, commented she just attended an executive committee meeting
with the Coachella Valley of Association of Governments and it was announced that
Path of Life Ministries was reelected to manage and provide services to the region
with rigorous oversite in place to ensure services are implemented and managed
efficiently and effectively. She advised the City of Palm Desert will have two outreach
workers dedicated to our community adding that this matter is a priority to our City and
in the Region.
B. Commission Reports
Ms. Gonzales reported Commissioner Katz has provided a letter of resignation which
will go before the City Council and Housing Authority at their meeting on December
12, 2019.
Commissioner Morrison inquired as to reappointments for the Commission. In reply,
Ms. Gonzales informed any commissioner whose term is due to expire December
2019 will be extended for six months. Reappointments are tentatively scheduled for
April 2020.
C. Summary of City Council and Housing Authority Actions
Senior Management Analyst, Ms. Gonzales, advised there were no reportable actions
for this reporting period.
D. RPM Company Monthly Reports
RPM Company Vice President, Teresa Vakili, acknowledged the RPM reports
provided to commissioners for the months of August and September. Ms. Vakili
reported current occupancy for the properties is at 98%, with twenty seven move -ins
and twenty nine move -outs taking place during the reporting period. She further
reported RPM staff renewed 197 re -certifications during these months. Ms. Vakili
invited comments or questions about the RPM reports, to which there were none.
E. Update on Housing Authority Properties
Ms. Vakili acknowledged the Palm Desert Housing Authority Projects Reports for the
months of September and October. She reported staff completed 854 service requests
during the reporting period. Ms. Vakili noted there were no major service requests,
mainly routine maintenance services. She further reported several a/c units were
replaced utilizing the SCE program and a deck replacement was completed at Desert
Pointe due to years of wear and tear. Ms. Vakili stated the painting at Palm Village is
now complete.
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PALM DESERT HOUSING COMMISSION DECEMBER 4, 2019
F. Update on the Home Improvement Program
Ms. Gonzales review the summary of the Home Improvement Program for the months
of September and October. She noted there have been some application inquiries
primarily regarding roof repairs because of recent heavy rain. Currently, there is one
application from September which is still in progress of having work completed.
ACTIVITY (September 2019)
Inquiries (Calls, Walk -Ins, Emails): 2
Applications Provided: 2
Applications Received: 1
Applications being processed: 1
Eligible (Possibly meets criteria): 1
Ineligible (Does not meet criteria): 1
Energy Savings Assistance Programs Referrals: 0
(JHC Construction — SCEIGas Co)
ACTIVITY (October 2019)
Inquiries (Calls, Walk -Ins, Emails): 1
Applications Provided: 1
Applications Received: 0
Applications being processed: 0
Eligible (Possibly meets criteria): 2
Ineligible (Does not meet criteria): 0
Energy Savings Assistance Programs Referrals: 0
(JHC Construction — SCEIGas Co)
IX. MEETING DATES 2020
Ms. Gonzales acknowledged the memo provided to commissioners with the proposed
Housing Commission meeting dates for calendar year 2020. She advised commissioners
the first Wednesday of January falls on a holiday, therefore, the regularly scheduled
meeting of January 1, 2020 was tentatively adjourned to January 8th. She noted any
changes to future meeting dates would be brought before the Commission for approval.
Upon a motion by Commissioner Buller, second by Commissioner Ault, and a 6-0 vote
of the Housing Commission the proposed Housing Commission meeting dates for
calendar year 2020 were approved as presented (AYES: Ault, Buller, Ballard, Guinaw,
Mireles, and Morrison; NOES: None; ABSENT: Katz).
X. ADJOURNMENT
With Commission concurrence, Chair Ballard adjourned the meeting at 4:04 p.m.
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Melinda Gonzalez, Recording S #etary
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