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HomeMy WebLinkAbout2019-12-04 CITY OF PALM DESERT i.sit = PALM DESERT HOUSING COMMISSION Fla i MINUTES q'T.a.0'°°'•'• WEDNESDAY, DECEMBER 4, 2019 — 3:30 P.M. ~ N�' 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. MINUTES 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 — SCE/Gas 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 — SCE/Gas 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. LL-/'`'�,. e yl2al j Melinda Gonzalez, Recording Se etary 6 MINUTES 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. 5 MINUTES 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 VIII. 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. 4 MINUTES 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 3 MINUTES 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 2