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HomeMy WebLinkAboutMinutes - Housing Commission 12/12/2018PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: April 11, 2019 SUBJECT: HOUSING COMMISSION MINUTES Attached are copies of the following Housing Commission Meeting Minutes approved at the Housing Commission meeting held April 10th, 2019: (x) Meeting Minutes for December 12th, 2018 (x) Meeting Minutes for March 13th, 2019 Please submit to the Housing Authority Board. Thank you. G IIol SING Pates Leon IIousmg Conuntseion Miscellaneous Memos Memos in (lts (')erk I IIAC - Mmwes doc CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES December 12, 2018 I. CALL TO ORDER Gregory Ballard, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Gregory Ballard Chair Juan Mireles Robert Nevares Joy Whitehurst Others Present: Kathleen Kelly, City Council Member Liaison Janet Moore, Director of Finance Jessica Gonzales, Senior Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary Cindy Garcia, Office Specialist Patricia Sheffield, Catalina Gardens Resident Tom Hayes, Catalina Gardens Resident Winona Hendrickson, Catalina Gardens Resident Antonio Dubois, Catalina Gardens Resident Sue Sherman, Palm Desert Resident III. ORAL COMMUNICATIONS Absent: Steve Nash Janet Moore addressed guests Patricia Sheffield, Tom Hayes, Winona Hendrickson, and Antonio Dubois (Catalina Gardens' residents) and asked them if there was an item on the agenda they wished to discuss at this time. Ms. Patricia Sheffield stated she was in attendance to discuss the Smoke -Free Policy ("Policy"). Mrs. Moore asked if they would prefer to comment on the Policy at this time or wait until the item comes up on the agenda. Housing Commission Minutes December 12, 2018 Ms. Sheffield replied she would like to comment now and asked how long the Policy discussions have been going on and why has it not been completed, what was the hold up. Mrs. Moore replied that the Policy has been in place for quite some time. Staff submitted a staff report to the Authority Board during mid -way of the Policy's implementation recommending a 100% Smoke -Free Policy at all the properties; however, the Authority Board requested further review. Ms. Sheffield asked if there was a City Council member available for comments. Mrs. Moore introduced Councilmember Kathleen Kelly as the liaison to the Housing Commission. Ms. Sheffield asked Councilmember Kelly if a new Policy was going to be finalized today or tomorrow. Councilmember Liaison Kathleen Kelly responded that the proposed Policy will be presented to the Authority Board at their meeting tomorrow. Ms. Sheffield asked if this would be a finalization or a continuation, commenting that the current Policy is affecting the residents at Catalina Gardens. She noted that residents at Catalina Gardens meet with Commissioner Robert Nevares every week to discuss the Policy. She also expressed how she felt the decision to approve the Policy was political and how elections may have affected that. She asked Councilmember Kelly what residents have to do in order to get to the right party to approve the proposed Policy right now. Councilmember Liaison Kathleen Kelly expressed she appreciated Ms. Sheffield's perception and explained that the Authority Board had a lengthy discussion concerning the 100% Smoke -free Policy and the majority of the Authority Board members instructed staff to come back with a Policy as it is being presented today. Ms. Kelly hopes that when the revised Policy as instructed is presented to the Authority Board tomorrow, they will conclude this issue. She explained that she is one of five Authority Board members and can only speak for herself. She suggested to the guests present to attend the Authority Board meeting tomorrow to express the same sentiment. She further noted that if someone is unable to attend the meeting she would convey to the Authority Board the residents' concerns. Ms. Sheffield stated that she is more than happy to attend the Authority Board meeting. Commissioner Robert Nevares shared his concerns regarding residents at Catalina Gardens smoking by the pool and how the non-smoking residents are not enjoying the pool. 2 G \IIOUS;NG\PatIy Leon\Housing Commission\Minutes\2018\Dra'1 Minutes 12 12-2018 Rev2 ooc Housing Commission Minutes December 12, 2018 Mrs. Moore asked if any other guests present would like to make a comment at this time or wait until the item came up. Mr. Tom Hayes asked what the next step is, so that he can inform the residents at Catalina Gardens. He also noted he would be happy to attend the Authority Board meeting tomorrow to address the Smoke -Free Policy. IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of November 14, 2018: Motion was made by Commissioner Joy Whitehurst to approve the minutes of the Housing Commission meeting of November 14th, 2018. Motion was seconded by Commissioner Robert Nevares and carried by 4-0 vote (AYES: Mireles, Nevares, Whitehurst, and Ballard; NOES: none; ABSENT: Nash). V. NEW BUSINESS A. Notice of Completion — New Construction Solutions, Inc. Jessica Gonzales summarized the staff report stating that the contractor has completed the work and the units are in the process of being leased. Commissioner Gregory Ballard asked about the final bill. Mrs. Gonzales replied that the final bill has not been finalized. With regards to the actual plumbing work for building 11, the cost was approximately $178,000. Commissioner Ballard stated that initially the cost was around $130,000. Mrs. Gonzales replied the estimated $178,000 included the contingency. The work was completed within the required time of the contract', everything went smoothly and the work was very professional. Teresa Vakili added that the project was within budget and the units are currently being re -occupied. Motion was made by Commissioner Juan Mireles to forward the recommendation to the Housing Authority to accept the work as complete for Contract No. HA36860 with New Construction Solutions, Inc. for Plumbing Re -pipe for Building No. 11 at One Quail Place Apartments. Motion was seconded by Commissioner Gregory Ballard 3 G \H0USIRG\Paay leon\HOusmg r-orrmiss�on\M nutes\20'.B\Draft Minutes 12-' 2-2Ct B Rev2 00c Housing Commission Minutes December 12, 2018 carried by 4-0 vote (AYES: Mireles, Nevares, Whitehurst and Ballard; NOES: none; ABSENT: Nash). VI. CONTINUED BUSINESS A. Adopt Resolution No. HA-88 Replacing Resolution No. HA-66, and amending the Smoke -Free Policy for the Housing Authority's Affordable Residential Communities Jessica Gonzales summarized the staff report, stating that on September 27th the Authority Board considered a proposed 100% Smoke -Free Policy at all the properties: however, the Authority redirected staff to prepare a new resolution that establish Authority properties over 150 units or more with designated smoking areas. Las Serenas and One Quail Place are the only two communities that consist of 150 units or more. Both communities have one main pool that complies as a designated smoking area with local and state laws. She also noted that cannabis smoking products are prohibited throughout the entire area of all communities including the designated smoking areas. She further noted that the resolution will be presented to the Housing Authority Board at their meeting tomorrow. Councilmember Liaison Kathleen Kelly reminded the Commission that the proposed Policy will designate ALL the units as smoke -free. Janet Moore reiterated that if this proposed Policy is adopted, all the units within the Authority properties will be 100% smoke -free. Communities that are over 150 units will designate only a common area as smoking such as the pool, as long as it complies with state and city laws. Commissioner Robert Nevares commented about Catalina Gardens' pool area shared by both smoking and nonsmoking residents. Mrs. Moore expressed she understood their concerns and encouraged guests and Commission members to attend the Authority Board meeting tomorrow to share their comments when this item is discussed. She noted that Councilmember Kelly did a good job about communicating the Commission's desire for a 100% Smoke -Free Policy at the last Authority Board meeting. The initial recommendation that was made to the Authority Board was modified by the Authority Board. Therefore, it is very important for them to understand these concerns especially from the residents in those communities. Councilmember Kelly asked if the proposed Policy will afford a smoking area in the two communities at the main pool and if that meant they had more than one pool. 4 G t110USINGtPally LeonlHous•ng Commiss)onlMinutes�2018Qra!; Minutes 12-12-2018 Rev2 doc Housing Commission Minutes December 12, 2018 Mrs. Gonzales replied yes, there is more than one pool at each community-, residents will be able to go to other pool locations and not be affected if someone were to be smoking in the designated smoking pool area. Commissioner Nevares stated that residents at Catalina Gardens made statements about the proposed Policy not being fair in terms of residents who have to move to buildings that are designated for smoking and incur moving costs. Mrs. Moore replied that once the proposed Policy is implemented, residents will no longer be allowed to smoke in their units at any of the communities including the two communities that will have a common area designated for smoking. Commissioner Ballard asked if a time frame to prohibit smoking at the two communities should be added to the Policy at this time rather than leaving it open. Mrs. Gonzales replied that smoking will be prohibited in those two communities mentioned, it is only at the designated area within the main pool that smoking will be permitted. Councilmember Kelly stated that she tried to get a motion passed with a phasing period and the motion failed at the last Authority Board meeting. She added that strategically the Authority Board might want to agree with what is being presented today, since the majority of the Authority Board requested the modification as is being presented and it achieves the goal of all units being 100% smoke -free. Commissioner Juan Mireles asked if the designated smoking area such as the pool is the best location. Teresa Vakili stated that the community Commissioner Nevares is referring to known as Catalina Gardens has a small pool area. Once this resolution is in place that particular pool will no longer have a designated smoking area and that will eliminate the issue mentioned. Mrs. Gonzales replied that the two communities that are being proposed to have a designated smoking area will only have one location designated at the main pool, since it is the only pool site location that meets the distance required by state law and local ordinance. State law requires that buildings be 20 feet in distance between designated smoking areas. Commissioner Mireles asked if, after the approval of the proposed Policy, staff would be able to go back to the Authority Board and ask them to further consider the Policy and allow the two properties to become 100% Smoke - Free. 5 G tHOUSIN G\Patty Leor.\Housing CommissionWinutes\2018�Draft Min„ tes 12-12-2018 Rev2 doc Housing Commission Minutes December 12, 2018 Mrs. Moore reiterated that Councilmember Kelly has done the best job communicating the Housing Commission's concerns to the Authority Board. She encouraged everyone to review the last Authority Board meeting on the City's website where the Smoke -Free Policy was lengthy discussed. Councilmember Kelly added that it would make sense to come back with changed facts and/or a changed Authority Board. Once this Policy is in place we will have experience and if it comes to light that there are problems with these areas, then there would be changed facts to support returning. Mrs. Gonzales added that if there is new state law or local law that would also create a trigger to revisit the Policy, then staff would bring back to the Housing Commission and the Authority Board. Commissioner Nevares stated that he would like to see all the properties be 100% Smoke -Free, Mrs. Gonzales replied that this resolution was directed by the Authority Board to be revised as presented, it will allow Catalina Gardens' community to be 100% smoke -free as well as the units and common areas. Commissioner Nevares replied that he understood, but was concerned with the two communities that will have designated smoking areas and those residents. Mrs. Gonzales explained that One Quail Place has four pools and three of the pools will be smoke -free. Commissioner Mireles and Commissioner Nevares agreed it was a good compromise at this time. Commissioner Whitehurst stated that she would like to hear from Teresa Vakili since she is going to enforce this resolution. Teresa Vakili stated that for the most part, the majority of the residents are looking forward to 100% Smoke -Free units, especially the communities that have adjacent units with connecting central air vents as this will solve a lot of problems. Commissioner Mireles asked if new families moving into the units are being notified of the new Policy. Mrs. Vakili replied yes and new residents are required to sign an addendum acknowledging that their unit is smoke -free. 6 G H0•JSING\Pasty , ecn'.Hous ng Corfn•ssionNM-nute5\20' 8%Draft Minutes '2-12-2018 .Rev2 doc Housing Commission Minutes December 12, 2018 At this time, Mrs. Moore invited comments from the guests. Ms. Winona Hendrickson asked how the Management Company will enforce the Smoke -Free Policy because she does not want to be a tattletale. Mrs. Vakili replied that residents need to inform the Management Company if they see other residents smoking. Once the resolution gets approved, all residents will be notified of the new Policy and will be required to sign new addendums to the lease. Ms. Patricia Sheffield stated that there are malicious people and the best way to enforce the Policy is for residents to stand their ground and notify management. Mrs. Moore stated that Teresa Vakili is very good at enforcing rules and communicating with her staff. There will be some challenges but at the same time with 100% smoke -free in most of our communities at all times it is going to be easier to identify that someone is smoking. Ms. Sheffield stated that staff is going to be dealing with addicts that are going to be angry and upset since they are going to be withdrawing. Mrs. Moore reiterated that staff is not telling residents that they can no longer smoke, but instead residents can no longer smoke in the Authority units. Ms. Sheffield asked that if residents smoke is management going to give them a ticket, a fine, a warning or 30 day notice. Mrs. Vakili replied that the leasing offices will provide those residents in violation of their lease agreement with the proper notifications. Mrs. Moore encouraged guests interested in one of the City's Committee/Commissions to volunteer their time and participate in serving, - City staff and the City Clerk Department may assist with the application process. Commissioner Gregory Ballard addressed the guests present and stated that their voices have been heard and there is a unanimous support of this Resolution. He noted that the Commission has been trying to accomplish this goal and encouraged guests or anyone else to come to the Authority Board meeting at 4:00 p.m. tomorrow. Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Housing Authority to Adopt Resolution No. HA-88 replacing Resolution No. HA-66, and amending the Smoke -Free G \HOUSAG\Patty Leon\Housing C0m..rlissiOn\Minutes\2018\Draft Minutes 12-12-2018 Rev2 doc Housing Commission Minutes December 12, 2018 Policy for the Housing Authority's Affordable residential communities. Motion was seconded by Commissioner Gregory Ballard and carried by 4-0 vote (AYES: Mireles, Nevares, Whitehurst and Ballard; NOES: None; ABSENT: Nash). VII. REPORTS AND REMARKS A. COMMISSION REPORTS B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND ITEMS SUCCESSOR AGENCY TO THE HOUSING AUTHORITY AGENDA A memo summarizing the approved action items from the City Council and Authority Board meetings was provided to the Commission for review. C. RPM Company Monthly Reports for October • 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 October. Teresa Vakili reported that the properties are 98.9% occupied. Staff completed 84 recertifications and contacted 739 applicants on the waiting list. D. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (November). Teresa Vakili summarized the report. Pictures of the renovated carport at Catalina Gardens and Building No. 11 at One Quail were displayed. Commissioner Joy Whitehurst asked if the insurance covered the cost to renovate the carport. 8 G tHGUSINGWatty Leo^\Ho,sing Commission. M nutesV016tDfaft Minutes 12-12-2018 Rev2 clot Housing Commission Minutes December 12, 2018 Jessica Gonzales replied that the City's insurance did provide the cost to rebuild the carport and is pursuing those costs to be reimbursed from the insurance company of the moving truck that backed into the carport. Pictures of Neighbors, One Quail Place and Las Serenas properties were displayed. Mrs. Vakili stated that Neighbors had interior renovations to a 2 bedroom 2 bathroom unit. At One Quail Place and Las Serenas, the pool furniture was replaced. Mrs. Whitehurst stated that the properties look beautiful. Pictures of the California Villas property were also displayed where a car caught on fire under the carport. Mrs. Vakili stated that the fire looked like it was an engine fire, and no one was hurt except for the neighboring vehicle and the lighting in the carport. The wiring and the lighting were redone. Mrs. Moore distributed a new rental brochure of the Housing Authority properties. The Marketing Department assisted with the new layout of the brochure to be more in line with other City publications. Commissioner Robert Nevares mentioned that the carpet was removed from his unit and was replaced with hard flooring which dropped the temperature 10 to15 degrees. Mrs. Gonzales stated that staff has received positive feedback with regards to the new flooring product. Mrs. Vakili replied that only in the lower level units will hard flooring be installed since it would be too noisy to install in the upper level units. E. Authority Home Improvement Program (HIP) Update (Janet) ACTIVITY (November 2018) Inquiries (calls, walk-ins, emails): 7 Applications Provided: 3 Applications Received: 0 Application being processed (received June): 1 Eligible (possibly meets criteria): 3 Ineligible (does not meet criteria): 3 Energy Savings Assistance Programs Referrals: 1 (JHC Construction - SCEIGas Co) Janet Moore summarized the HIP Program. VIII. NEXT MEETING DATE — January 9t", 2019 9 G ttiOUSING1%'atty Lecn44ous,ng CommissicnWirmes12018\Draft Minutes 12 12-2018 Rev2 ooc Housing Commission Minutes December 12, 2018 A copy of the Housing Commission meeting dates for 2019 were distributed to the Commission. Janet Moore stated that an action to approve the dates was not required at this time-, staff will include the meeting dates on the next agenda for review and approval. Jessica Gonzales reported that a tentative date to tour the properties has been scheduled for February 22Ind . 2019. At this time, Janet Moore read a letter from Commissioner Joy Whitehurst addressed to Chairman Gregory Ballard. Mrs. Moore asked Commissioner Whitehurst if this was her resignation letter to which Commissioner Joy Whitehurst responded yes as she hopes to be appointed to the Public Safety Committee someday. The Commission and staff thanked Mrs. Whitehurst for her time. IX. ADJOURNMENT With Commission concurrence, Chair Ballard adjourned the meeting at 4:35 p.m. to January 9, 2019. '1 Patty Leon, Recording Secretary 10 G 1!1OUSING\Patty l eon\Housing Ccrn.^i.ssiortMmutesQ018tDra`t Vnutes 12-12-2018 Rev2 ooc