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HomeMy WebLinkAboutMinutes - Housing Commission 07/10/2019CITY OF PALM DESERT PALM DESERT HOUSING COMMISSION MINUTES WEDNESDAY, JULY 10, 2019 — 3:30 P.M. NORTH WING CONFERENCE ROOM 73-510 FRED WARING DRIVE, PALM DESERT, CA 92260 1. CALL TO ORDER Chair Greg Ballard called the meeting to order at 3:30 p.m. II. ROLL CALL Present: Commissioner Donna Ault Commissioner Jann Buller Commissioner Dennis Guinaw Commissioner Arthur Katz Commissioner Melody Morrison Vice -Chair Juan Mireles Chair Greg Ballard Also Present: Kathleen Kelly, City Council Member Liaison Ryan Stendell, Director of Community Development Jessica Gonzales, Senior Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary Melinda Gonzalez, Office Specialist II Randy Chavez, Landscape Supervisor Diane Hollinger, Horticulturist Wayne Olson, Senior Management Analyst Russell Grance, Director of Building and Safety III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES of the Regular Housing Commission meeting of June 12, 2019. Rec: Approve as presented. MINUTES PALM DESERT HOUSING COMMISSION JULY 10, 2019 Upon a motion by Commissioner Buller, second by Commissioner Mireles, and a 7-0 vote of the Housing Commission the Consent Calendar was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Katz, Mireles, and Morrison; NOES: None; ABSENT: None. V. NEW BUSINESS A. REQUEST FOR CONSIDERATION of Award Contract No. C38850 for Arboricultural Services to West Coast Arborists Landscape Supervisor, Randy Chavez and Horticulturist, Diane Hollinger were both present to speak on this matter and answer any associated questions regarding arboricultural services from West Coast Arborists. Mr. Chavez acknowledged the staff report before the commissioners and noted staff is seeking approval for arboricultural services provided by West Coast Arborists. He advised this request is new to the commission and for approval by City Council. Mr. Chavez stated they have consolidated all tree work contracts and miscellaneous tree work done previously into one comprehensive contract. He stated that currently Public Works maintains all the trees for Housing Authority properties, Desert Willow Golf Resort, and Public Works. After review of the various trees pruning schedules and maintenance needs it was determined a contractor is needed year round to complete tree pruning and emergencies that arise. Mr. Chavez further stated the contract establishes fixed fees for regular services and emergency needs. He explained the contract is cost and time effective as previously the City would pay premium rates for emergency services, under the contract these rates are already negotiated at a lower cost. Furthermore, work is streamlined as services have already been agreed to. This allows the City to be proactive versus reactive when matters arise. Mr. Chavez acknowledged this is not a low bid contract, as accepting the lowest bid contract, as is the current situation, has proven to be problematic. The lowest bid contracts have not always had the resources necessary to meet the needs of the City which has caused delays in the work being completed and residents to be upset about services not being completed in a timely manner. Mr. Mireles inquired if this is the contractors first time working in Palm Desert. Mr. Chavez responded this service provider has been awarded other service contracts with the City and has provided fair bids. He noted the contractor provides similar services for which the City is requesting to the cities of Indio, Coachella, and Palm Springs. Upon inquiry by Commissioner Buller, Mr. Chavez stated this contract is being presented to the Housing Commission because the maintenance needs of the Housing Authority properties are often times more important due to the density of the properties where trees are close to awnings and residential buildings. Mr. Stendell added that City Council regularly expresses a desire for input from presiding commissions that are recommending bodies to the Council. 2 MINUTES PALM DESERT HOUSING COMMISSION J U LY 10, 2019 Ms. Gonzales further added that the staff report will be presented for approval to City Council and the Housing Authority Board at their meeting on July 11, 2019. She explained the function of the Housing Commission is to review and make recommendations on matters that come before the Housing Authority prior to Authority Board action. She advised that the contract also requires the service provider to maintain a tree inventory. Additionally, they will develop a management plan for all the different tree species and make recommendations based on their needs, this includes the trees located at Housing Authority communities. Commissioner Ballard asked if it would be cost effective to use City staff to complete these services. Mr. Chavez replied there would be an excessive amount of start-up costs as the City does not have sufficient staff nor all the required machinery or tools at hand to complete the work. Ms. Gonzales added the City and Housing Authority would also inherit additional costs for maintaining equipment, obtaining proper permits, and staff training to attain the numerous special certifications needed to use the equipment and to care for the trees properly. Therefore, a contracted service provider is much more economical overall. Mr. Chavez noted the company has invested in purchasing a yard locally in Indio to ensure equipment and resources are readily available to fulfill contracted needs and emergencies. In response to inquiry by Commissioner Morrison as to why the company's yard is not located in Palm Desert, Ms. Gonzales explained the service provider already holds contracts with the City of Indio and the City of Coachella. However, this is still considered beneficial for the City as response time will be prompt. Commissioner Guinaw asked if contract negotiations will commence after the three year term. Mr. Chavez replied affirmatively, stating increases to the contract during negotiations are anticipated due to an increase in prevailing wages and minimum wages. He further stated the City will be adding services for future projects which will have trees planted such as San Pablo and new parks scheduled to be built. Upon a motion by Commissioner Guinaw, second by Commissioner Ault and a 7-0 vote of the Housing Commission the recommendation to Award Contract No. C38850 for Arboricultural Services to West Coast Arborists was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Katz, Mireles, and Morrison; NOES: None; ABSENT: None. B. REQUEST FOR CONSIDERATION to accept the work as complete for Contract No. HA37860 with New Construction Solutions, Inc. Senior Management Analyst, Jessica Gonzales acknowledged the staff report before the commissioners and reported New Construction Solutions Inc. has satisfactorily completed the plumbing re -pipe for Building No. 33 at One Quail Place Apartments. She noted other interior unit construction is in process and are expected to be ready for leasing in the upcoming weeks. Ms. Gonzales requested the housing commission forward a recommendation to the Housing Authority to accept the work as complete for Contract No. HA37860 with New Construction Solutions, Inc. 3 MINUTES PALM DESERT HOUSING COMMISSION JULY 10, 2019 Upon a motion by Commissioner Mireles, second by Commissioner Ballard, and a 7-0 vote of the Housing Commission the request to forward a recommendation to the Housing Authority to accept the work as complete for Contract No. HA37860 with New Construction Solutions Inc., for plumbing Re -pipe for Building No. 33 at One Quail Place Apartments was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Katz, Mireles, and Morrison; NOES: None; ABSENT: None. VI. CONTINUED BUSINESS None VII. OLD BUSINESS None VIII. REPORTS AND COMMENTS A. Commission Reports Director of Community Development, Ryan Stendell introduced Office Specialist II, Melinda Gonzalez and advised commission members that Ms. Gonzalez will be the new recording secretary for the Housing Commission effective September 4, 2019. Senior Management Analyst, Jessica Gonzales acknowledged the new format for the Agenda Packet and informed commission members the sorters would no longer be used. She commented that the new format is simplified and saves paper resources. She stated if commission members are agreeable to this change it will continue as the accepted Agenda format. Commissioners were agreeable to the new Agenda format as presented. Ms. Gonzales added Agenda Packets will continue to be emailed and mailed to all members. Ms. Gonzales also advised commission members of the upcoming Housing Tour tentatively scheduled for October 30, 2019 at 8 a.m. She noted a formal invite will be given to all members at the next scheduled meeting. B. Summary of City Council and Housing Authority Actions A memo provided by Senior Management Analyst, Jessica Gonzales summarizing approved action items from City Council and the Housing Authority Board meetings was provided to commission members for review. Ms. Gonzales commented that all items listed on the summary which went before City Council and the Housing Authority Board at their last meeting were approved. C. RPM Company Monthly Reports RPM Company Vice President, Teresa Vakili, acknowledged RPM's monthly reports, including the Monthly Occupancy Status Report for May and June, Monthly Occupancy 0 MINUTES PALM DESERT HOUSING COMMISSION JULY 10, 2019 and Average Rent Summary for May, Report #1 Monthly Occupancy and Average Rent Statement for May, and Report #2 Monthly Net Operating Income Statements for May. Ms. Vakili reported current occupancy is 98%. She further reported 386 applicants on the interest list were contacted by staff and 86 re -certifications were completed. Additionally, 14 move -ins and 30 move -outs occurred during the reporting period. Ms. Vakili recalled at the prior meeting a member inquired as to how many ADA units are available at the Housing Authority communities. Currently, there are 14 ADA units and 27 units that are adaptable ADA. Ms. Gonzales explained when a majority of the properties were constructed there were different requirements for ADA compliance which mandated adaptability but did not necessitate full ADA units. She noted newer developments have more ADA requirements. Commissioner Katz questioned if disabled applicants are being turned away because of a lack of ADA units. Ms. Vakili stated no, disabled applicants are placed on a separate priority list. Ms. Gonzales and Ms. Vakili both clarified although there are a small quantity of adaptable and full ADA units, the applicant's needs are identified and if permissible, modifications can be made to a regular unit to meet their needs. Ms. Vakili further informed there are few requests received for full ADA units from prospective applicants. Commissioner Mireles questioned the quantity of ADA units being proposed for the new development on San Pascual and Santa Rosa Way. In response, Ms. Gonzales stated the number is dependent on the amount of units built, which is still undetermined. Ms. Gonzales reported there was an increase of approximately $2000 in the 2019 State Income Limits which are used to qualify for the affordable housing rental program. This will allow more applicants to qualify, however, it will also cause an estimated rent increase of $7 to $50. She mentioned the revised income limits will be reflected on July's reports which will be provided at the meeting scheduled in September. Upon inquiry, Ms. Gonzales advised that the Housing Authority program is based on State Income Limits and gave a summary on how those income limits are published. Commissioner Ballard asked if the Housing Authority was in compliance with Senate Bill 35 to which Ms. Gonzales stated "Yes we are," and noted to ensure we stay in compliance different options are being considered as well as assessment of programs and policies. D. Update on Housing Authority Properties Ms. Vakili acknowledged the Palm Desert Housing Authority Project Report provided by RPM Company for June. She stated there were 419 service requests during the reporting period. Renovations for Building 33 located at One Quail Place Apartments have been completed, which includes 8 units, with move -ins scheduled for the upcoming weekend. She further stated, renovation on 3 additional units was completed as well. 5 MINUTES PALM DESERT HOUSING COMMISSION E. Update on the Home Improvement Program ACTIVITY (June 2019) Inquiries (Calls, Walk -Ins, Emails): Applications Provided: Applications Received: Applications being processed: Eligible (Possibly meets criteria): Ineligible (Does not meet criteria): Energy Savings Assistance Programs Referrals: (JHC Construction — SCE/Gas Co) 2 0 0 2 0 0 0 JULY 10, 2019 Ms. Gonzales informed there has been minimal interest in the HIP program, however, customers are being referred to other agencies and utility providers which offer programs available to the public as a first option. Commissioner Mireles asked about efforts regarding homelessness. In response, Ms. Gonzales stated there is a staff member assigned and tasked with the responsibility of addressing homelessness. She noted the City participates in a regional effort with CVAG's Homelessness Program to further efforts concerning homelessness and support services. Councilmember Kelly added the City has sponsored two outreach workers dedicated exclusively to Palm Desert. She stated while the regional co-operative is developing, our outreach workers will be making contact with our homeless to begin building trust and finding out their needs so they can effectively connect them with services and resources. Commissioner Mireles inquired about housing resources available to the homeless currently. In reply, Mr. Stendell stated there are housing services available to the homeless through our Housing First program. He added the program does not offer a concentration of units in one designated area, but rather a scatter of units offered throughout the Coachella Valley. Councilmember Kelly noted the regional co-op offers a progression of supportive services starting with the customers most urgent needs and advised that housing could be temporary as they look for a more permanent option. Upon request, Mr. Stendell stated Management Analyst, Christopher Gerry is the internal liaison for the outreach workers designated for our City. He noted the outreach workers are currently using the Portola Community Center as an office to conduct business when assisting customers in our community. IX. NEXT MEETING DATE A. Schedule of Housing Commission revised meeting dates for 2019 Ms. Gonzales advised the commission that City Council approved the recommendation to adopt Resolution No. HA-93, changing the Housing Commission regular meeting day 9 MINUTES PALM DESERT HOUSING COMMISSION JULY 10, 2019 to the first Wednesday of the month. She further advised the next scheduled meeting will be held September 4, 2019, reflecting the new adopted schedule. A memo provided by Ms. Gonzales, containing an updated and revised schedule for the 2019 Housing Commission meeting dates was provided to each commissioner with their Agenda packet. X. ADJOURNMENT With Commission concurrence, Chair Ballard adjourned the meeting at 4:10 p.m. L Qncl'-L-t Melinda Gonzalez, Recording cretary 7