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HomeMy WebLinkAboutMinutes - Housing Commission 03/13/2019CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES March 13, 2019 CALL TO ORDER Greg Ballard, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Greg Ballard Chair Donna Ault Jann Buller Dennis Guinaw Arthur Katz Juan Mireles Melody Morrison Others Present: Kathleen Kelly, City Council Member Liaison Lauri Aylaian, Executive Director Janet Moore, Director of Finance Ryan Stendell, Director of Community Development Jessica Gonzales, Senior Management Analyst Veronica Tapia, Senior Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary Diane Hollinger, Landscape Specialist III. ORAL COMMUNICATIONS Absent: The Housing Commission members and staff introduced themselves to the new members; new members provided a brief background of themselves. IV. APPROVAL OF MINUTES MINUTES of the Housing Commission meeting of December 12th, 2018: Minutes were continued to the Meeting of April 10t", 2019. Housing Commission Minutes March 13, 2018 V. NEW BUSINESS A. Election of Officers for the year 2019 With members of the Commission in concurrence, Greg Ballard was nominated as Chair and Juan Mireles as Vice Chair. Both Mr. Ballard and Mr. Mireles accepted the office to which they were elected. Motion was made by Commissioner Juan Mileres to nominate Greg Ballard as Chair for 2019 and seconded by Commissioner Jann Buller and carried by 7-0 vote (AYES: Ault, Buller, Guinaw, Katz, Mireles, Morrison and Ballard; NOES: none). Motion was made by Commissioner Greg Ballard to nominate Juan Mireles as Vice -Chair for 2019 and seconded by Commissioner Jann Buller and carried by 7-0 vote (AYES: Ault, Buller, Guinaw, Katz, Mireles, Morrison and Ballard; NOES: none). B. 2019 Citywide Palm Tree Pruning A final updated staff report was distributed to the Commission for review and recommendation. Commissioner Greg Ballard asked if any of the palm trees were affected by the recent storms and if monies were set aside for cleanup. Diane Hollinger replied that the pruning contract includes cleanup costs in the event of a storm. However if a palm tree requires removal a separate tree arborist company will be sought. It was explained that it is not the responsibility of the pruning company to remove palm trees. Commissioner Jann Buller asked about the difference in price range from the three bids received. Ms. Hollinger stated that the lowest bid, Reliable Tree Works, charges $40 per palm tree to prune. The second bid received had a cost of $45 per palm tree with the highest bid charging $54 per palm tree-, all were based on prevailing wage. Motion was made by Commissioner Juan Mireles to forward the recommendation to the Housing Authority to Authorize the Award of Contract No. C38710 for the 2019 Citywide Palm Tree Pruning to Reliable Tree Works Inc., of Coachella, California in the total amount of the base bid of $148,120.00 (City $134,200.00 and Housing Authority $13,920.00) plus $29,624.00 contingency (City $26,840.00 and Housing Authority $2,784.00). (Project No. 931-19). Motion was 2 G \HOUSING\Pvy Leon\Housing Commission\MinutesQ019\3-13-19 doc Housing Commission Minutes March 13, 2018 seconded by Greg Ballard and carried by 7-0 vote (AYES: Ault, Buller, Guinaw, Katz, Mireles, Morrison and Ballard; NOES: none). C. Notice of Completion - George Salinas Tree Preservation Diane Hollinger summarized the staff report. Motion was made by Commissioner Jann Buller to forward the recommendation to the Housing Authority to Authorize a Notice of Completion for Contract No. C36980 with George Salinas Tree Preservation for the 2018 Citywide Tree Pruning Program (Project No. 932-18). Motion was seconded by Greg Ballard and carried by 7-0 vote (AYES: Ault, Buller, Guinaw, Katz, Mireles, Morrison and Ballard; NOES: none). D. Housing Authority Proposed 2019-2020 Budget Veronica Tapia provided a brief summary of the proposed budget. She noted a decrease to the Net Operating Income ("NOI") of approximately $400,000 from last year primarily due to a decrease in rental income as well as an anticipated increase in repairs and maintenance costs based on actuals from 2018/19. She referenced page 3 of the report that shows the summary of all properties. Janet Moore stated that the increase to expenses was also based on the change in minimum wage which have affected recent contracts. With regard to the NOI budget, she noted that the NOI also offset other housing programs that might not come to this Commission for review, but are a purview to the City Council. If there are monies leftover, staff ensures it goes into the replacement fund. Commissioner Juan Mireles asked if Community Development Block Grant ("CDBG") monies are managed by the Palm Desert Housing Authority. Mrs. Moore stated that the City received approximately $364,000 last year to support housing facilities/departments that service homelessness, food programs, etc. such as Martha's Kitchen, Coachella Valley Rescue Mission, to name a few. Ms. Tapia also added that the Housing Authority covers programs such as the Home Improvement Program, Acquisition Rehab Program and the For Sale Program as well as administrative costs. In the event there is a deficit, those costs to support the programs will be the responsibility of the City. 3 G \HOUSING\Pally Leon\Housing Commission\Minules12019\3-13-19 doc Housing Commission Minutes March 13, 2018 Commissioner Melody Morrison asked if there was a "bumper" included in the budget for unforeseen costs. Ms. Tapia stated that the Replacement Reserve Fund covers emergency situations-, those funds do not go away but instead are carried over to the next fiscal budget if not expended. Motion was made by Commissioner Juan Mireles to forward the recommendation to the Finance Director to include the 2019-2020 Palm Desert Housing Authority Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Finance Plan for 2019-2020 to be presented to the Housing Authority Board for approval at a future meeting. Motion was seconded by Greg Ballard and carried by 7-0 vote (AYES: Ault, Buller, Guinaw, Katz, Mireles, Morrison and Ballard; NOES: none). E. Administrative Plan Receive and File the Approved Staff Report from the Housing Authority Board meeting of January 24, 2019- Adopt Resolution No. HA-89 amending the Administrative Plan for the Housing Authority's affordable residential communities and authorizing the Executive Director (of his/her designee) to take appropriate action to implement the Administrative Plan Jessica Gonzales stated that the Administrative Plan was initially adopted in 2008. She noted that the changes to the Administrative Plan ("Plan") have not been significant to merit separate consideration. For the past ten years, the modifications primarily made to the Plan's policies and procedures were in accordance to any new law requirements. On an on- going basis, modifications have been made across the Plan to update references, eliminate redundant and inconsistent language that have been now incorporated to the recent update. All substantial changes that have been made to the Plan since implementation were brought before the Housing Commission and the Board separately for recommendation and approval, such as the new Smoke -Free Policy and the Rental Rate Policy. The proposed revisions to the Plan for Sections 1-7 and exhibits A and C were provided for review and comment to the former Housing Commission over the last approximately twelve (12) months. In the interest of the time spent by the previous Housing Commissioners on the Plan, staff forward to the Authority Board the approved amended Plan. Going forward, staff will bring back the remaining sections and exhibits for review and recommendation at a future meeting. 4 G WOUSWG\Patty LeonmHous;ng Conn.issioclM;nutes\2019\3-13-19 doc Housing Commission Minutes March 13, 2018 Councilmember Liaison Kathleen Kelly stated that the former Housing Commission was extremely significant in moving the Housing Authority to adopt a policy very close to what the Commission had originally sought and in fact reached 99% of the goal. Mrs. Gonzales stated that the new Smoke -Free Policy ("Policy") will be effective April 1st. Staff will be monitoring what the effects are of the new Policy and report back to the Commission at the 6 month or 12 month period. Commissioner Arthur Katz stated that there are many residents that are terrified of being evicted when the Policy takes effect and how will managers prove a resident smoked in the unit stating this issue can ultimately will be a question to the courts. Mrs. Gonzales replied that the Policy that is being implemented states that all properties, interior units and common areas, are going to be 100% smoke -free. There are two communities that will allow designated smoking areas, in the main pool area, for residents to smoke; all other communities will be 100% smoke free. Leasing managers will be enforcing the Policy and noticing residents of any violations. It is not the intent to evict any residents nor prohibit residents from smoking but rather prohibit residents from smoking in the units and common areas with the exception of the designated areas. Commissioner Melody Morrison stated that the Policy is part of the lease agreement wherein residents must acknowledge that the property is 100% smoke free and how it also mentions a 3-day Notice will be provided if a resident is caught smoking. Janet Moore stated that when the Policy was adopted several years ago, any new properties or substantially renovated properties would immediately be designated as 100% smoke free. The other rental properties had to transition through attrition to get to a 100% smoke -free property or a percentage of units to be designated as smoke -free. However, this rule was revisited and all units are now considered smoke free. Mrs. Moore commended Teresa Vakili and her staff for their great efforts implementing rules and regulations especially the Policy. The goal is not to evict residents but instead remind residents that they need to follow the rules. The new Policy was a lengthy discussion that took approximately one year to accomplish. Teresa Vakili added that in 2014, RPM staff started designating units as nonsmoking during the move -in process. She noted that not all residents abide by the rules which result issuing a 3-day notice. However, most residents are complying with the new rule and are seen walking to the 5 G \HOUSING\Patty Leon\Housing CommissionWin„lesQ019\3-13-19 doc Housing Commission Minutes March 13, 2018 designated areas to smoke. She also noted that long term residents, at the senior communities, who were allowed to smoke in their units at one point will be a challenge; it will be a process which can lead to evictions if necessary. Carlos Ortega Villa's residents are seen walking across the street to smoke. There has been several complaints from residents with neighboring residents who smoke and have connecting vents. Commissioner Morrison asked if there are "no smoking" signs posted at the properties. Mrs. Vakili replied that signs have been posted at Carlos Ortega Villas, however once the new Policy is in effect all properties will have 100% Smoke -Free Community signs posted with the exception of One Quail Place and Las Serenas. With regard to legal cannabis and e-cigarettes, Ms. Vakili stated that they will be treated the same as cigarettes and not allowed at the properties. Commissioner Morrison asked on the number of sections in the Administrative Plan. Mrs. Gonzales replied that there are 8 sections and 7 exhibits in the Plan. Motion was made by Commissioner Greg Ballard to Receive and File the Approved Staff Report from the Housing Authority Board meeting of January 24, 2019: Adopt Resolution No. HA-89 amending the Administrative Plan for the Housing Authority's affordable residential communities and authorizing the Executive Director (of his/her designee) to take appropriate action to implement the Administrative Plan. Motion was seconded by Juan Mireles and carried by 7-0 vote (AYES: Ault, Buller, Guinaw, Katz, Mireles, Morrison and Ballard; NOES: none). VI. CONTINUED BUSINESS VII. REPORTS AND REMARKS A. COMMISSION REPORTS B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND ITEMS SUCCESSOR AGENCY TO THE HOUSING AUTHORITY AGENDA 6 G VAOUSiNGIPaIly Leo�lHousng CommissiontMinutes1201913-13-19 doc Housing Commission Minutes March 13, 2018 A memo summarizing the approved action items from the City Council and Authority Board meetings was provided to the Commission for review. Jessica Gonzales highlighted the approval of the new Smoke -Free Policy on December 131h, 2019. C. RPM Company Monthly Reports for January • Monthly Occupancy Status Report • Report #1 - Monthly Occupancy and Average Rent Statement • Report #2 - Monthly Net Operating Income Statements The Commission reviewed the Reports for January. Teresa Vakili reported that the properties are 98.9% occupied with 30 move -ins and 31 move -outs. Staff completed 186 re -certifications and 819 applicants were removed from the interest list. At One Quail Place, 94 new applicants were added to the interest list. Ms. Vakili provided a brief explanation of the recertification process as a yearly renewal of a lease. D. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (February) Teresa Vakili summarized the report highlighting that 24 HVAC systems were replaced at One Quail Place through Edison's Energy Saving Assistance Program. Recently, there was a minor underground leak from the main sprinkler line at Carlos Ortega Villas which was repaired in a timely manner; pictures of the repairs will be provided at the next meeting. F. Authority Home Improvement Program (HIP) Update (Janet) ACTIVITY (February 2019) Inquiries (calls, walk-ins, emails): 5 Applications Provided: 1 Applications Received: 0 Application being processed (received June): 1 Eligible (possibly meets criteria): 0 Ineligible (does not meet criteria): 0 Energy Savings Assistance Programs Referrals: 0 (JHC Construction - SCE/Gas Co) G W0JS1NGWatty _eo^.\Housing Commiss�o^\Minutes\2019\3-13 19 doc Housing Commission Minutes March 13, 2018 Janet Moore summarized the Home Improvement Program stating that the program currently assists homeowners with emergency situations such as heating and air conditioning systems that are not covered by homeowners insurance. In most cases, homeowners are directed to contact Edison's Energy Saving Assistance Program. At this time, Mrs. Moore stated that there was a lot of information provided to the Commission at this meeting however, if there are any questions or concerns regarding any of the topics discussed to feel free to contact Jessica Gonzales at any time. Mrs. Gonzales provided the Commission with her business card. Vill. NEXT MEETING DATE — April 10th, 2019 A. Schedule of Housing Commission meeting dates for 2019 Janet Moore stated that the Housing Commission meetings conflict with another Committee's meeting dates wherein staff attend as well. A possible change to the Housing Commission's meeting dates may take place. Mrs. Moore asked that the Commission review the meeting schedule and provide suggestions as to the best Wednesday to meet. Commissioner Melody Morrison asked on the Commission's absence process. Mrs. Moore replied that Commissioners are allowed to miss two meetings per year, a third absence will be subject to submitting an explanation to continue as a member to the respective commission/committee to the City Council for approval. Mrs. Moore referenced the meeting schedule provided and mentioned that the August meeting is traditionally canceled due to a lack of a quorum and/or City Council's second meeting goes dark in August. Absences may be reported to Jessica Gonzales and/or Patty Leon as well as suggestions to a new meeting date. Mrs. Moore reminded the Commission to keep in mind that there are 17 committees and commissions that share conference rooms and may be challenging to find a meeting date. IX. ADJOURNMENT With Commission concurrence, Chair Ballard adjourned the meeting at 4:40 p.m. to April 10th Patty Leon, Recording Secretary G 1HOUSIN&Patty LeonMousing Gor rr,ssiontM,nutes12019\3-13 19 doc