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HomeMy WebLinkAboutHousing Commission Meeting Minutes 2.5.20 CITY OF PALM DESERT REGULAR PALM DESERT HOUSING COMMISSION MEETING MINUTES WEDNESDAY, FEBRUARY 5, 2020 — 3:30 P.M. DEVELOPMENT SERVICES CONFERENCE ROOM 73-510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER Chair Juan Mireles called the meeting to order at 3:30 p.m. II. ROLL CALL Present: Absent: Commissioner Donna Ault Commissioner Jann Buller Commissioner Dennis Guinaw Commissioner Melody Morrison Vice-Chair Gregory Ballard Chair Juan Mireles Also Present: Andy Firestine, Assistant City Manager Kathleen Kelly, City Council Member Liaison Ryan Stendell, Director of Community Development Jessica Gonzales, Senior Management Analyst Emily Roethler, Project Manager Teresa Vakili, RPM Company Melinda Gonzalez, Recording Secretary III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES of the Adjourned Housing Commission meeting of January 8, 2020. Senior Management Analyst, Jessica Gonzales advised Commissioners Section V, New Business, Item A, on page 6 of the draft adjourned minutes would be MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARY 5, 2020 revised to reflect the Commission approved to recommend approval of the Housing Overlay District. Upon a motion by Commissioner Buller, second by Vice Chair Ballard, 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: None). V. NEW BUSINESS A. REQUEST FOR CONSIDERATION of a recommendation for approval of an extension to Contract No. HA36900 with Exclusive Pest Control Services, Inc. for Pest Control and Extermination Services at the Palm Desert Housing Authority properties for a period of thirty six (36) months in a total annual amount not to exceed $81,900 (includes annual contract services cost in the amount of$51,900 and up to $30,000 for additional services to be requested as needed.) Senior Management Analyst, Jessica Gonzales acknowledged the staff report before the Commission requesting a recommendation for approval of a three year extension to the current contract with Exclusive Pest Control ("Exclusive"). She noted proposals were solicited two years ago and Exclusive Pest Control was awarded the contract for services. This recommendation is in anticipation of the contract expiring this year as of May 30, 2020. The current contract allows for three one year term extensions. The contractor is performing satisfactorily, therefore, staff is recommending to extend the contract for all three one year terms cumulatively. Staff consulted with legal counsel and confirmed the option to extend the contract for all three one year terms collectively is acceptable under the current contract terms. Upon inquiry by Chair Mireles, Mrs. Gonzales stated Exclusive has provided services for two years under the current contract. In addition, they had an interim contract to provide services to remedy deficiencies with the prior contracted vendor, making their total service time with the Authority approximately three years. She further informed the prior vendor's services began to deteriorate over time resulting in several issues including a bed bug situation. Exclusive was brought in to resolve the issues and within a six month period successfully eradicated all the issues and concerns. Commissioner Morrison asked what services are allotted under pest control. Mrs. Gonzales replied Exclusive provides monthly, routine interior and exterior pest control for normal insect, pest and rodent prevention. Commissioner Morrison asked if their services extend to feral cats, to which Mrs. Gonzales replied they do not, concerns regarding feral cats is a service which would be addressed by animal control services. Mrs. Gonzales advised the services provided under the extended contract will remain at the same rate as Exclusive's current contract $51,900 annually, with an additional $30,000 requested for needed additional services. 2 MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARY 5, 2020 Upon a motion by Vice Chair Ballard, second by Commissioner Ault, and a 6-0 vote of the Housing Commission the Request for Consideration to recommend approval of an extension to Contract No. HA36900 was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). B. REQUEST FOR CONSIDERATION to authorize award of negotiated Contract No. HA39210 with Ojeda Pool and Spa, a Sole Proprietorship, for repairs and resurfacing of four (4) existing pools and spas located at the Palm Desert Housing Authority properties known as Candlewood Apartments and One Quail Place Apartments, in a total amount of $326,061 (Project No. 832-19). Project Manager, Emily Roethler, introduced herself and acknowledged the staff report before the Commission requesting a recommendation to approve negotiation with Ojeda Pool and Spa ("Ojeda"), a local entity, for repairs and resurfacing to existing pools and spas located at One Quail Place and Candlewood Apartments. Ms. Roethler invited Commissioners to provide questions or comments regarding the request. Chair Mireles observed the proposal requested additional work be completed a few months after the resurfacing. Mrs. Gonzales explained there is a start-up service which includes intensive maintenance that is performed over a 30 day period to ensure the plaster cures properly and the water is balanced. Commissioner Buller commented she was under the impression there would be numerous vendors in the area who could provide these services and would be interested in providing a bid. Ms. Roethler explained the project requires the vendor to have a registration number issued by the Department of Industrial Relations (DIR) and pay prevailing wage. Many of the local vendors in the area offer residential services which typically do not require a DIR number or prevailing wage, so many do not meet the requirements to bid. Director of Community Development, Ryan Stendell, added previous experiences have revealed most local contractors, while capable and abundant, have ample work opportunities in the private market and do not choose to participate in these types of projects which are more restrictive. The proposal before the Commission is the result of a lot of work done by staff members and several attempts to garner acceptable bids. Commissioner Buller observed Ojeda was the obvious low bidder, however, there was quite a discrepancy between the highest and lowest bid. She inquired as to what staff noticed when reviewing the bids especially when considering the lowest bidder versus the highest bidder. 3 MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARY 5, 2020 Ms. Roethler stated she contacted vendors who submitted proposals and found their bids were high due to bonding costs associated with numerous sub- contracted services included in their proposal for the varied trade skills needed to complete all aspects of the scope of services requested. Mrs. Gonzales added another factor which increased the overall cost was mobilization of services, as many of the vendors are located out of the area. In reply to inquiry provided by Commissioner Morrison, Mrs. Gonzales confirmed the repairs are needed due to age. Commissioner Morrison asked when the last time these services had been completed. Mrs. Gonzales replied it has been over 10 years. Upon a motion by Vice Chair Ballard, second by Commissioner Morrison, and a 6-0 vote of the Housing Commission the Request for Consideration to authorize award of negotiated Contract No. HA39210 with Ojeda Pool and Spa was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). VI. CONTINUED BUSINESS None VII. OLD BUSINESS None VIII. REPORTS AND REMARKS A. Commissioners Reports and Remarks Mrs. Gonzales acknowledged the Administrative Plan, Section 8, Grievance Process Policy before the Commission. She stated after legal consultation and review by staff and RPM the Grievance Process Policy has been revised. The most notable change is with the final step in the process for grievances. Currently, the final authority on grievance matters is the Executive Director (City Manager) of the Authority Board, the revision would change this to the final decision being that of an impartial, third party, arbitrator service. The arbitrator service's decision would be considered final and would conclude the grievance process. Other items that have been revised are minor changes for clarification. Commissioner Morrison inquired about noticing residents regarding the changes. Mrs. Gonzales explained at this time the Commission is reviewing each item of the Administrative Plan individually, once each section of the plan has been reviewed the completed Administrative Plan will be brought before the Commission in its entirety to request a recommendation to the Authority Board for approval. This will most likely take place in April or May 2020. Once the Administrative Plan has been 4 MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARY 5, 2020 approved by the Commission and adopted by the Authority Board, notices will be sent to residents advising them of the newly adopted Administrative Plan. After the required noticing period, the policy will be effective and implemented thereafter. Commissioner Morrison asked whether the notice will be given during meetings held by the management company, RPM, or will a notice be sent to residents. Mrs. Gonzales stated notices will be sent to every resident advising them of the revised Administrative Plan. Commissioner Dennis Guinaw addressed the provision for arbitration and asked who selects the presiding arbitration service. Mrs. Gonzales stated the Executive Director(City Manager)would select the arbitration service. Commissioner Guinaw observed the policy states the selected arbitrator would be precluded for 3 years from other Housing Authority matters requiring arbitration. Mrs. Gonzales confirmed this is correct, adding there is a limited amount of certified individuals who could provide this service locally, therefore, this stipulation will allow the resident impartiality as well as preserving availability for this service as needed. In response to comment by Commissioner Guinaw regarding inclusion of the grievant in the selection of the arbitrator, Mrs. Gonzales stated she will revisit this section with legal counsel to confirm the selection process. Chair Mireles inquired as to who would take care of a formal hearing. Mrs. Gonzales advised if the grievant was unsatisfied with the decision of the arbitrator, the grievant would have to file their complaint with the Court following the applicable legal process. Upon inquiry by Commissioner Ault as to what prompted the change in this process, Mrs. Gonzales advised this change allows for a more equitable determination of a final decision. Since the process allows for the Executive Director (City Manager) to select the arbitrating service, it was determined the final decision should come from the independent arbitrating service versus circling back to the Executive Director (City Manager), avoiding any conflicts of interest. Chair Mireles invited additional comments or questions regarding this item, to which there were none. Mrs. Gonzales invited Commissioners to call or email her should they have additional comments or questions regarding this section. B. Commission Reports C. 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 the item listed on the summary which went before City Council and the Housing Authority Board at their meeting held January 9, 2020 was approved. 5 MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARY 5, 2020 Mrs. Gonzales shared that shortly after the item was approved staff member, Chris Gerry and she traveled to Sacramento to meet state officials from the Department of Housing and Community Development regarding Allied's application for HOME funds for the Arc Village project. Mr. Gerry and she were able to speak with HOME funding officers and received valuable tips on how to improve the application which would increase the opportunity to receive funding for the Arc Village project. She added they anticipate a response by June 2020 as to whether the project will be a recipient of HOME funds. Commissioner Morrison asked how many units will be available for Arc Village. Mrs. Gonzales replied there will be 36 units built for this project. D. RPM Company Monthly Reports for November 2019 RPM Company Vice President, Teresa Vakili, acknowledged the RPM reports provided to Commissioners for the month of November 2019. Ms. Vakili reported the properties are currently 98.9% occupied with 11 of the 15 communities at 100% occupancy. Currently, there are only three units available to lease. Ms. Vakili reported RPM staff completed 79 re-certifications and contacted 391 interested households from the waitlist during the reporting period. Ms. Vakili invited questions and comments about the reports. Commissioner Guinaw observed there was a significant difference in operating expenses from October to November. He noted this is especially noticeable with the cost of utility services and inquired as to whether that cost is variant according to the season. Ms. Vakili stated this is a seasonal cost, during the winter residents are using their heaters more and some of the properties operate heated pools for the residents. Commissioner Guinaw inquired about the significant increase to maintenance costs for the month of November versus the previous month's costs. Ms. Vakili advised this was mostly attributed to the interior renovation of multiple units and the associated costs. Commissioner Morrison asked about the status of the units that had received damage from the fire incident at One Quail Place. Ms. Vakili reported currently the roof, electrical, plumbing and drywall have been completed. She stated the anticipated completion for the units is approximately six weeks. She further informed the repairs related to the fire incident are covered by the insurance claim, not from the properties operating budget. E. Update on Housing Authority Properties Ms. Vakili acknowledged the Palm Desert Housing Authority Project report for December 2019. She reported staff completed 403 service requests during the reporting period. She stated they have continued to take advantage of SCE's multi- family common area savings program which has allowed pool lights, car port post 6 MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARY 5, 2020 lights and office lights on the properties to be changed to LED at no cost. Additionally, the savings program has replaced some refrigerators at no cost. Ms. Gonzales noted a recent quoted cost to change the pool lighting for one of the pools located at One Quail Place apartments was approximately $4,900, so the SCE program is providing a significant savings for the properties. In reply to inquiry by Commissioner Morrison as to whether all properties will see these changes, Mrs. Gonzales informed each property will participate in the savings program but will be carried out one property at a time to ensure that all the benefits offered are captured utilizing the SCE savings program. Mrs. Gonzales advised the Commission that Candlewood Apartments recently received landscape improvements and provided a power point presentation which included before and after pictures of the landscape enhancements completed to the property. Ms. Gonzales added landscape improvements are also being completed at One Quail Place which are available for landscape rebates offered through the water district. Ms. Vakili added all of the turf surrounding the pools was removed and changed to a drip system for the plants to mitigate overspray onto the decks. This project was just completed and will be reported on at the next meeting. F. Update on the Home Improvement Program ACTIVITY (November/ December 2019) Inquiries (Calls, Walk-Ins, Emails): 0 Applications Provided: 0 Applications Received: 0 Applications being processed: 0 Eligible (Possibly meets criteria): 1 Ineligible (Does not meet criteria): 0 Energy Savings Assistance Programs Referrals: 0 (JHC Construction — SCE/Gas Co) A summary of the Home Improvement Programs activity for the months of November and December was provided to commission members for review on the Agenda. No discussion on this item was commenced. IX. ADJOURNMENT With Commission concurrence, Chair Mireles adjourned the meeting at 4.01 p.m. Melinda Gonzalez, Recording Secretfvy 7