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HomeMy WebLinkAboutHOUSING COMMISSION - MINUTES 2003-2006PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY V DATE FEBRUARY8,2007 SUBJECT HOUSING COMMISSION MINUTES Attached arethefollowing Housing Commission Meeting Minutes approved atthe Housing Commission Meetmg held February 7, 2007 December 13, 2006 January 10, 2007 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director a.- 0 3 r Y HOUSG AUTH ON 3'-07 VERIFIED BY: dd1 Original on file with City Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES December 13, 2006 I. CALL TO ORDER Chairman Jane Turner convened the meeting at 3 30 p m II. ROLL CALL Present Jane Turner Verna Smith Leo Sullivan Linda Ward Also Present Carlos Ortega, Executive Director Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of RedevelopmenUHousmg Jessica Gonzales, Management Analyst Janet Moore, Housing Authority Admirnstrator Bryce White, Pro ect Administrator James Conway, Pro ect Coordmator Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Company III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR Members Absent Larry Saindon A MINUTE S of the Regular Housing Commission meetings of the September 15, 2006, October 11, 2006, and November 15, 2006. Housing Commission Minutes DECEMBER 13, 2006 With a Motion made by Commissioner Smith and seconded by Commissioner Ward the minutes of September 15, October 11, and November 15, 2006 were unanimously approved. V. REPORTS AND REMARKS A COMMISSION REPORTS Linda Ward commented on a news article published in the Desert Sun's editorial page and was pleased to see recognition was given to the City of Palm Desert for taking action to lower energy usage B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review Janet Moore summarized the report and reported that Falcon Crest received positive comments from the City Councd A tour will be scheduled to preview the models at Falcon Crest pnor to the grand opening, invitees will include members of the City Council and Housmg Commission C RPM MONTHLY STATUS REPORTS The Monthly Status Report for October was reviewed by the Commission D REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for October was reviewed by the Commission E REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS Report #2 for October was rewewed by the Commission F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authonty properties was provided to the 2 G Uda Patty Lcon\Housmg CommisvonU4mures 2006\12-13-06 doc Housing Commission Minutes Commission James Conway summanzed the update DECEMBER 13, 2006 Jane Turner inquired on the landscape walks and asked if they were conducted on a weekly basis Mr Conway replied that landscape inspections of each property are conducted weekly with RPM, Liberty Landscape as well as the recently appointed staff member from the City's Landscape Department VI. NEW BUSINESS A Laguna Palms Rehabditation Pro ect James Conway reviewed the staff report and explained that Vanir was replacmg the existing consulting firm, Stantec Inc who was unable to prowde the required services for this pro ect Action: Motion was made by Commissioner Ward and seconded by Commissioner Smith to forward a recommendation to the Palm Desert Housing Authority Board to authorize the award of a professional services agreement to Vanir Construction Management, Inc. in the amount of $177,208 plus reimbursable expenses of $5,000 for construction management services for the exterior renovation and site improvements to be conducted at the Laguna Palms Apartments; Commissioner Leo Sullivan opposed further stating he will be opposing to all matters related to the approval of low bidders. Commissioner Leo Sullivan expressed a concern with the two pro ects being discussed today, Laguna Palms and Palm Vdlage Apartments He asked why the City awards contracts to the lowest bidder and commented that these pro ects have not had much success with the lowest bid contractors He stated that it was frustrating to have a contracting firm or a contractor who can't complete a ob He mentioned that the Commission authorizes staff to recommend the award to the City Council and felt that the Commission "gets kicked in the teeth" He felt that the Commission should not be put in this position if staff has not done their homework James Conway explained that qualification requirements are reviewed pnor to award G 1rda Patty Leon\HousmgComm SS onUlmu[e5 2006 12-13-06 doc i Housing Commission Minutes DECEMBER 13, 2006 Justin McCarthy stated that this particular item is for professional services and the City is not obligated under professional services to necessarily take the low bid because iYs not sub ect to the public bidding process In this case, the fact that it is a low bid happens to be a pomt of mformation Vanir has the capacity to do this ob based on due diligence review of their qualifications With respect to Stantec, the Agency actually had expenence with the construction manager who had worked on the Visitor Center pro ect Unfortunately the construction manager moved on and Stantec has not been able to back fill the position at that level In contrast, construction contracts are obligated to abide by the state public bidding process He mentioned the two pro ects that became a challenge and expressed how staff is also frustrated In the case of Palm Vdlage Apartments, staff felt that the contractor appeared very credible based on previous work done in the valley He further stated that it is not that easy to disqualify a contractor if they don't have ma or complaints against them and how the City is obliged under the law to accept them, noting that the City Attorney may explain this matter in more detad He concluded by stating that he hopes the construction arena wdl improve as the market slows down and how staff is starting to see bids closer to the engineer's estimated costs Mr Sullivan explained an experience he had in his previous ob and how his company successfully took over a low bidders position because they did not perform, adding that his bid was higher He expressed how he did not like what he sees due to that experience Mr McCarthy assured him that the instant these contractors get side tracked staff works very closely with our legal team in terms of how to manage the pro ect from that point forward He stated that the pro ects are not left unattended but are in fact receroing the appropnate consultation from a construction litigator B Palm Desert Housing Authonty Vendor List — Amendment Janet Moore reviewed the staff report and explained that the City's purchasmg ordinance authorizes the establishment of a vendor list because often times the Housing Authonty properties are in need of immediate services The list allows for response times which are much faster The list includes comparnes prewously dealt with as well as companies recently solicited that were either the low or second bidder It was determined that the list be reviewed and 0 GUda\PattyLeonV-IousmgComm ssionVvlmute5 2006\I2-13-06 doc Housing Commission Minutes modified approximately twice a year DECEMBER 13, 2006 Linda Ward commented on the secunty services and asked if any of the security officers have any trainmg or appearance standards She mentioned an mcident where a security officer brought an infant child on property grounds in uniform Teresa Vakili stated she was not aware of this but appreciated the information and wdl address it immediately She stated that background checks are conducted of security officers but are not personally trained by RPM Company She noted the purpose of having numerous vendors is to provide the abdity to choose an alternate company if one fails or isn't performing correctly She further commented on how courtesy patrol services can be challenging Ms Ward also mentioned that she noticed there is additional security at more properties and asked the reason Mrs Vakili stated that it was due to a request made last year Janet Moore also noted that smce the Authority now owns 1,000 units the Authority is taking a very comprehensive view of secunty Installation of secunty cameras wdl be addressed at the next budget year Ms Ward expressed she was pleased to see more secunty at the Housmg Authonty properties and shared how the ad acent property where she resides did not appear to look good Action: Motion was made by Verna Smith and seconded by Linda Ward to forward a recommendation to the Palm Desert Housing Authority Board to authorize the use of named vendors for purpose of providing recurring, routine services, supplies, and maintenance to the Housing Authority properties. C Election of O cers for the Year 2007 Janet Moore reported that member Larry Saindon has taken a position with an entity that has been determined by the City Attorney to be a conflict of interest and therefore, Mr Saindon wdl not be re- appointed as a member of this Commission Upon question of new applicants, Mrs Moore responded that there is an mterest shown in the current vacancies for various Commissions and Committees The Council is aware of the 5 G rda\Pa[ty Leon\Housmg Comm ssionVvlmutes 2006\I2-13-06 doc Housing Commission Minutes DECEMBER 13, 2006 vacancies and in the process of rewewing applications in order to conduct interviews With members of the Commission in concurrence, Jane Turner was re-elected as Chairman and Leo Sullivan was nominated as Vice- Chair Both commissioners accepted the office to which they were elected Action: Motion was made by Commissioner Smith and seconded by Commissioner Ward to re-elect Jane Turner as Chairman and Leo Sullivan as Vice Chair commencing January 2007 of a term of one year pending reappointments by the Council VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS At this time, Leo Sullivan asked if a new 10-Acre pro ect is being produced along the freeway Justin McCarthy stated that the Redevelopment Agency submitted a bid for approximately 10 acres on a parks and recreational site that has been acqwred by the City Mr Sullivan questioned why he was not made aware of this pro ect Mr McCarthy responded that the pro ect has not been committed Mr Sullivan noted how once again he is heanng public information outside this Commission and not by form of newspaper, and asked why the Commission was not made aware As informational, Janet Moore stated that the Parks and Recreational Department did a"needs assessmenY' of the residents of Palm Desert The findings were overwhelmmg with the items that they wanted that were not being addressed Mr Sullivan interrupted and stated that his contention is not being informed of this pro ect and how the Commission has gone through this for the past year Mr McCarthy stated that when he became aware of the City's acquisition he immediately requested that housing be considered, given the potential needs in the future Regional Housing Needs Allocation (RHNA) In terms of pro ects or land acqwsitions that are being contemplated by the Agency, mtended for 6 G Uda Patry Leon\Housing Comm ssion\Mmures 2006\I2-13-06 doc Housing Commission Minutes DECEMBER 13, 2006 Housing, Mr McCarthy advised that he has disclosed that mformation to this Commission The 10-acre pro ect is a City acquisition and has not been committed Mr Sullivan asked if anyone had attended the Parks and Recreation Commission meeting The response was no Linda Ward commented that an article was published in the Desert Sun regardmg this pro ect and how she interpreted as a Parks and Recreation pro ect and not housing Mr McCarthy stated that the Redevelopment Agency consistently has an ongoing dialogue at a number of different levels with either developers and/or the City which may or may not matenalize There are also Housmg Authority actions and Agency actions that are directly related with the actions of this Commission which have been and wdl continue to be shared with this Commission and staff has been careful to do so since sensitivity was raised on the issue Verna Smith asked at what point should the Commission be informed of this possible acquisition Mr McCarthy responded that not untd the City Councd has made a policy on how to allocate those acres If the decision is made that iYs relevant to the activities of this Commission then it wdl fall within the purview of this Commission He stated that it is out of his control if iYs published in the newspaper or discussed at another committee Mrs Moore stated that she had attended a prelimmary planning meeting that included the Youth Sports Organization, YMCA and the Coachella Valley Parks and Recreation to name a few The purpose of the meeting was to discuss what types of parks and recreation uses would be desired on the acres and if iYs a feasible pro ect She noted that the reason she attended the meeting was to emphasize the needs of housing Mr McCarthy stated that the City is engaged m many different efforts simultaneously In his capacity as Assistant City Manager, he noted that he became aware that the City Manager was acquiring that land for park purposes He mentioned how he prevaded upon the City Manager to consider the housing needs and has not heard a final decision Mr Sullroan shared his reaction when approached by someone outside of city hall regardmg the 10-Acre site and how he was asked when it was going to be developed into low-income housing He expressed he would not like to see that happen again 7 G rda PatTy LeonUiouvng Commiss onVvtmu[es 2006\12-13-06 doc Housing Commission Minutes DECEMBER 13, 2006 It was reiterated how this particular land acquisition is outside the purview of this Commission until the Council has made a decision Mrs Moore noted that staff rewews proposed market housing pro ects that require discretionary approval by the Council in the event that there can be an affordable component within the development but that is actually a City function included in the plannmg of a pro ect A HOUSING AUTHORITY NEWSLETTER (December) Newsletters were reviewed by the Commission B HABITAT FOR HUMANITY A copy of a Habitat for Humanity internet news article was provided to the Commission as mformational Janet Moore reviewed the article She explained how lenders are preying on owners of the affordable homes m order to provide high-risk loans She stated this has affected residents at Desert Rose Staff is working ddigently to inform residents of these concerns C HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program and gwdelines were provided to the Commission for review James Conway reviewed the update The Home Improvement guidelines were provided to the Commission for a second review Janet Moore noted that additional changes wdl be made based on recent activity The guidelmes may have to be approved by HUD being that the City is now an "Entitlement City" The Agency's Attorney has reviewed the guidelines D PALM VILLAGE APARTMENTS An update on Palm Village Apartments was provided to the Commission as well as updated pictures of the construction phase Bryce White reported that the construction is slowly mowng forward He E:] G Uda Pa[ry LeonViousmgCommavonVvfmures 2006\I2-13-06 doc Housing Commission Minutes DECEMBER 13, 2006 provided a bnef overview of the difficulties surrounding the contractor Upon question of the completion time, Bryce White anticipated a tentative completion time of 4 to 6 weeks Mr White reported that the parking structure is a separate contract and in the final process of reviewing design plans E CATALINA GARDENS COMMUNITY ROOM An update on the Community Room was provided to the Commission Bryce White stated that the City Attorney has authonzed staff to move forward with another contractor as previously mentioned E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Villas An update of Falcon Crest and La Rocca Villas were provided to the Commission for review Dave Yngoyen reviewed the update provided Completion of phase one homes are scheduled for March 2007 with a pre-tour of the completed models in early February F Estorna Protocol No update was reported Jane Turner commented that she had read recently that the City of Rancho Mirage would be making their affordable housing non-smoking Janet Moore responded that an Ordinance is in place with respect to smoking in public locations within the City of Palm Desert limits The City Councd has not considered restncting interior personal space smoking to Mrs Moore's knowledge An inquiry was made of RPM with respect to the outcome of units leased by smokmg tenants and found that additional steps are necessary once the tenant has moved out In the event of any damages caused by the tenant, they are responsible for any cost James Conway stated that Califorrna Vdlas is in the final stages of Phase A, which mcluded the color application to the bwldings He encouraged Commissioners to dnve-by the property 7 G trda Patty LeonV-Iousing CommissionVvtmu[es 2006\I2-I3-06 doc Housing Commission Minutes DECEMBER 13, 2006 Mr Conway also noted that Laguna Palms renovation pro ect is out to bid The bid specifications incorporated the suggestions made by Commissioner Leo Suliroan A bid opening is scheduled for January 9, 2007 Leo Sullivan requested time-lines for this pro ect IX. ADJOURNMENT A Schedule of Housing Commission meeting dates for 2007 A memo was provided to the Commission listmg the Housing Commission meetmgs scheduled for 2007 Staff identified several meetmg dates that occur after the regularly scheduled City Counctl meetmgs and in order to accommodate actions required by the Commission on the Housing Authonty Agenda, staff suggests moving those meetings to the Wednesday pnor With the Commission's concurrence the meeting dates will be changed An updated list wdl be provided at the next meeting Motion was made by Leo Sullivan and seconded by Verna Smith to approve the Housing Commission meetmg dates as presented in the memo Janet Moore reported a tentative date for the 2007 Housing tour of March 23, 2007 Janet Moore asked Commissioner Leo Sullroan if he would like the City attorney present at the next meeting to address the low bid requirements of the law that we are obligated to follow Mr Sullivan responded no, because he believed that would ust be "gobbledygook" With members of the Housing Commission concurrence Chairman Jane Turner ad rned eetmg t 4 53 p m The next meeting wdl be held on January 10, 2007. PATTY LEON,F2ECORDING SECRETARY 10 Gkda\PattyLeonWousmgComm ssionVvlmutes 2006\I2-13-06 doc i PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY DATE DECEMBER 14, 2006 SUBJECT HOUSING COMMISSION MINUTES Attached arethefollowmg Housing Commission Meeting Minutes approved atthe Housing Commission Meeting held December 13, 2006 September 13, 2006 October 11, 2006 November 15, 2006 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director L CLi lrC T i I AY HOUSG AlJTH ON - - VERIFIED BY: n li"1 Original on file with City Clerk's Offic A C CITY OF PALM DESERT HOUSING COMMISSION MINUTES November 15, 2006 CALL TO ORDER Chairman Jane Turner convened the meetmg at 3 30 p m II. ROLL CALL Present Jane Turner Verna Smdh Linda Ward Also Present lll! IV Carlos Ortega, Executive Director Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of RedevelopmenUHousing Janet Moore, Housing Authonty Administrator James Conway, Pro ect Coordinator Patty Leon, Recordmg Secretary Guest s Teresa Vakdi, RPM Company Laun Aylaian, Redevelopment Manager ORAL COMMUNICATIONS CONSENT CALENDAR Members Absent Leo Sullivan Larry Samdon MINUTES of the Regular Housing Commission meetmg of September 15, 2006 and October 11, 2006 Approval of the September and October mmutes were continued to the next Housing Commission meet+ng Housing Commission Minutes V. REPORTS AND REMARKS A COMMISSION REPORTS NOVEMBER 15, 2006 B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review C G7 E Janet Moore summarized the report and explained the omt consideration item requiring approval by both the Redevelopment Agency and the City of Palm Desert for the sale of the ninety-three (93) single-family homes located in the Falcon Crest Development Linda Ward inqwred if Liberty Landscape's contract would provide services to the properties nearing completion Mrs Moore responded that Liberty Landscape provides a price per property The amount on the contract is mclusive of all properties In the event a property is added, Liberty will provide a bid for that property and the contract wdl be amended RPM MONTHLY STATUS REPORTS The Monthly Status Report for September was reviewed by the Commission REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for September was reviewed by the Commission Janet Moore referenced the report's new format, depicting the mclusion of Candlewood, La Rocca Villas and Palm Village Apartments She noted that Palm Village and La Rocca Villas were added in order to include the appropnate figures once the properties are completed REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS Report #2 for September was reviewed by the Commission 2 G U2DA\Patty LeonWousmg Comm sswnlMmu[e5 2006\I LIS-06 doc Housing Commission Minutes NOVEMBER 15, 2006 F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authonty properties was provided to the Commission James Conway summarized the update and distributed pictures of the construction progress at California Vdlas, stating that seven of the nme contamed buddmgs are currently being prepared for the color application Mr Conway also noted that staff is currently working with the architect to expedite the avil engineer process of Phase B with regard to the site improvements such as the landscaping, walkways, and parkmg lots Jane Turner referenced the pictures and asked if the air conditioning units located on the front porch of the apartments would be removed Mr Conway replied that, as part of the initial renovation pro ect, the property was assessed to implement central air but was determmed not practical since the roofs are very low pitch, allowing mirnmal spacing for the ductmg It was noted that some of the tenants have expressed a preference with the existing units Upon question of Candlewood Apartments renovation plans, Mr Conway stated that there will be several changes made to the property such as the reconfiguration of the pool, fencing, pool deck, and entry gates VI. NEW BUSINESS A RPM Agreement for Property Management Services Janet Moore reviewed the staff report stating that the request is to forward a recommendation to the Council to enter into an agreement with RPM Company and authonze the Executive Director to finalize the Agreement She mentioned that the Agreement did not change substantially with the exception of updating the legal aspect clauses from laws that have changed Carlos Ortega advised the Commission on the importance of expressmg their opinion regarding the performance of RPM Company He stated that the Commission's recommendations are forvvarded to the City Councd for review in making their decision Action: Motion was made by Verna Smith and seconded by Linda 3 G\RDA PattyLeon fiousingComrtuss on\Mmu[e5 2006\I1-IS-06 doc Housing Commission Minutes NOVEMBER 15, 2006 Ward to forward a recommendation to the Palm Desert Housing Authority Board to enter into a contract with RPM Company to provide property management services to the Housing Authority properties. VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS 0 G7 C HOUSING AUTHORITY NEWSLETTER (November) Newsletters were reviewed by the Commission The annual Thanksgiving luncheon that is put on by the staff of Catalina Gardens was discussed There were 38 dinners served which mcluded tenants from Pueblos and Candlewood who were very pleased with this event AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program and gwdelines were provided to the Commission for review James Conway rewewed the update Janet Moore summanzed the Home Improvement guidelines provided to the Commission for review She noted that the program comprehensively clanfies the gwdelines and procedures that are currently in place but also considers the maximum grant amounts avadable, which are significantly low compared to the market One important component added is the Lead-Based Paint & Asbestos Abatement, which is a reqwrement by state law in areas of rehabilitation Mrs Moore also mentioned the conflicts surrounding the waiting penod currently available once per household in a three-year penod and noted that the proposed Emergency Grant will have no waiting penod Commission expressed that the mformation provided was very informative PALM VILLAGE APARTMENTS An update on Palm Vdlage Apartments was provided to the Commission as well as updated pictures of the construction phase Lauri Aylaian summanzed the work progress at Palm Village Apartments She 0 G\RDA\Patty Leon\Housmg Comm svonVvlmutes 2006\I I-IS-06 doc Housing Commission Minutes NOVEMBER 15, 2006 mentioned the difficulties surrounding the sub-contractors and stated she anticipated completion of the pro ect by the end of this year She further noted that staff has spent a significant amount of time with legal counsel to determine different strategies regarding the balance of the unfinished work but found that the alternatives discussed were not within the approval time-frames allowed Staff will continue to work with the existing contractor uu :u An update on the Community Room was provided to the Commission Lauri Aylaian reiterated that the Contractor was terminated due to performance Three separate contracts have been awarded to complete the extenor portion of the property with minimal work required on the intenor Completion of the pro ect is anticipated late January of 2007 Upon question, Mrs Aylaian clarified the work that was delayed due to the City's Ordinance purchasing guidelines She stated that the guidelines have two different interpretations that address the Public Works Department and the Redevelopment Agency, which has a more conservative description in definition than Public Works After careful consideration to the procedures, the Finance Department was able to support and authonze the contractual services which allowed the pro ect to move forward E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Vdlas An update of Falcon Crest and La Rocca Villas were provided to the Commission for review Dave Yrigoyen reported that the pro ect is now 95% complete on the framing for the first phase of the single-famdy homes at Falcon Crest Twenty-nine homes are schedule to be completed in March and available to qualified buyers to purchase them The model homes are slightly delayed due to minor changes with intenor design selections Janet Moore reported that once the model homes are completed, a tour wdl be scheduled for Commissioners to preview the models pnor to the grand openmg F Estonia Protocol It was informed by Carlos Ortega that the Pubic Utdities Commission (PUC) awarded a grant of $14 mdlion dollars to the City of Palm Desert with the 5 G U2DA Patty Leon\Housmg ComrtussionVvimu[e5 2006 1 I-IS-06 doc Housing Commission Minutes NOVEMBER 15, 2006 condition that the City implements an ordinance that would set higher standards beyond the normal current standards The ordmance received approvals by both the PUC and the California Energy Commission and will be forwarded to the City Councd for adoption at their December meeting The grant will be m addition to the existing program currently implemented and funded by Southern California Edison and Redevelopment Housing mornes to assist low and moderate-income families Upon question of how this program will affect new construction, Mr Ortega stated that there wdl be additional requirements with regard to new construction and the implementations of energy efficiencies such as air conditioners, insulations, and photovoltaic panels Additionally, the City will offer incentives to existing homeowners interested in replacmg inefficient items such as AC units with energy e cient qualified items as well as offer photovoltaic panels to properties with swimming pools Discussion ensued with the recognition of this program in terms of publicity Mr Ortega stated that once the Program is approved, besides the publicity by form of news, notifications wdl be sent to all residents of Palm Desert The new department created, Department of Energy Services Conservation, wdl be working closely with Southern California Edison and the Gas Company to bnng forth the contractors At this time, Jane Tuner inquired if there has been any interest m the vacancies of new members Janet Moore stated that the City Clerk has not received any applications She noted that staff has furthered the outreach with respect to our tenants as well as continwng to actroely seek applications from the community Linda Ward mentioned she would be happy to volunteer her services of seeking tenants from our properties as she has previously done with the agreement of Teresa Vakili IX. ADJOURNMENT With members of the Housmg Commission concurrence Chairman Jane Turner ad ourned the meeting at 4 10 p m The next meetmg will be held on December 13, 1.-I i.C-v '1_ PATTY LEON, RECORDING SECRETARY 3 GV2DA\PatryLeonWousmgComrtussionVvimu[esR006 ILI5-06 doc CITY OF PALM DESERT HOUSING COMMISSION MINUTES October 11, 2006 CALL TO ORDER Chairman Jane Turner convened the meeting at 3 30 p m II. ROLL CALL Present Members Absent Jane Turner Larry Saindon Linda Ward Also Present Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of RedevelopmenUHousing Janet Moore, Housing Authority Administrator James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Bryce White, Pro ect Administrator Patty Leon, Recordmg Secretary Guest s Teresa Vakdi, RPM Company Missy Wightman, Pro ect Coordinator III. ORAL COMMUNICATIONS Leo Sullivan Verna Smith Chairman Jane Turner reported that the sub-committee had met earlier to discuss and select a design for the signage at One Quad Place A Motion was made by Larry Saindon and seconded by Linda Ward to add the One Quad Place signage design to the Agenda for discussion under Item B, New Business Housing Commission Minutes OCTOBER 11, 2006 IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of September 15, 2006 Approval of September's minutes were continued to the next Housing Commission meetmg due to Commissioner Larry Saindon abstaining from voting as he was not present for that meeting Larry Saindon asked about Carrie's McLeod's resignation letter and if it had been discussed at the meeting since the minutes did not reflect the discussion Linda Ward stated that a copy of her resignation letter was distnbuted at the meetmg of which a request was made to send her a thank you letter on behalf of the Commission V. REPORTS AND REMARKS A COMMISSION REPQRTS B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review Janet Moore summanzed the report She noted that the action item to acquire a property at Desert Rose does not necessarily mean the Agency wdl acquire it, however it does groe the Agency the authonty to exercise its option to purchase the property in the event the 60-day time-frame expires as well as provide a second trust deed to a qualified buyer in the amount necessary to qualify Commissioner Linda Ward requested that the memo reflect the name of the development when indicating an APN number and/or physical address C RPM MONTHLY STATUS REPORTS The Monthly Status Report for August was reviewed by the Commission A correction was made to the report under the category Down Units for the month of August Teresa Vakili reported 66 urnts down at California Vdlas 2 G\RDA\Pa[[yLeon I-IousmgComausswnVvimu(es 2006VOd1-66 doc Housing Commission Minutes OCTOBER 11, 2006 D REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for August was reviewed by the Commission Janet Moore stated that Report #1 is currently being modified to include Candlewood Apartments as well as the two properties neanng completion such as Palm Vdlage Apartments and La Rocca Villas discussion ensued with suggestions on how the report can be formatted without mmimizing the font E REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS Report #2 for August was reviewed by the Commission F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the Commission James Conway summarized the update Linda Ward asked for clanfication on Laguna Palms' civil final plan check and the surveys of asbestos and lead pamt and felt that the surveys should have been done pnor to purchasmg the property to determme whether there was a problem Janet Moore explained that Laguna Palms was tested for asbestos as well as lead paint pnor to purchasing the property, however now that the property is preparing to undergo renovations we need to prepare procedures for remediation and mitigation if something is found that could be disturbed Ms Ward commented that it was her understanding that asbestos had to be removed in its entirety Justin McCarthy replied that a lot of the older properties typically contain asbestos in the acoustic ceiling tiles, floor tdes, and in other materials such as the glue (mastics) in the roofs, however, as long as it is not flown around iYs usually left alone He further noted that since the property is undergoing renovation it creates a new order of issues that need to be addressed K] G V2DA Pa[ty Leon\Housmg Commiss onVdmu[e5 2006U0-11-06 doc i Housing Commission Minutes OCTOBER 11, 2006 Regarding the explanation of civd plan check for Laguna Palms, James Conway stated that the civd plan check refers to the engineenng aspect of the precise gradmg site plan, which ensures that drainage, slopes and parking lot drams wdl allow water to move out of the property properly Larry Samdon mquired on the procedure if a child chews on paint and gets lead poison Mr McCarthy assured the Commission that when a property is acquired these tests are performed intensively He provided an example that occurred at California Vtllas and how lead paint can often times be found under a number of coats of other paint and once disturbed could create a situation of immediate attention and thaYs why these extra steps are necessary James Conway noted that the survey also properly informs contractors and/or sub-contractors of any readings found so they are able to take the necessary precautions whde workmg m a unit He reported that at Laguna Palms the only lead base paint found was on the ceramic enamel of the cast-iron tubs previously mstalled and on some of the old tdes The intent is to remove the matenals and/or furnishmgs containing the lead base paint, a request has been made to the enwronmental consultant for procedures Janet Moore also reported that the environmental consultant works through the City's Risk Manager The Risk Manager assesses the report and determines whether or not the City has to take the necessary nsks associated with the findings, if any Mr Conway distnbuted pictures of the newly installed skylights at Candlewood Apartments, and of One Quail Place renovated units that were severely damaged due to a fire The existing skylights on the covered patios were replaced due to weather damage as well as to bnghten the patios VI. NEW BUSINESS A Housmg Authonty Properties — Liberty Landscape James Conway reviewed the staff report and asked that a recommendation be forwarded to the City Council Upon question of last year's cost for landscape services, James Cl G\RDA\Patty Leon liousmg ComrtussionVvlmutes 2006\IO-I I-06 doc L Housing Commission Minutes OCTOBER 11, 2006 Conway reported it was approximately $4,000 less However, additional services were requested this year which increased the cost Lmda Ward inquired if the landscape appearance at Las Serenas would improve once the contract was approved It was explained that additional man-hours at Las Serenas were added to the contract as well as an increase of color plants to enhance the flower beds Action: Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authority Board to authorize RPM to enter into a contract with Liberty Landscaping in the amount of $27,103 per month for landscaping services at twelve (12) Housing Authority Properties. B One Quail Place Signage Chairman Jane Turner referenced a memo provided by Missy Wightman at the sub-committee meeting with three attachments of different design rendenngs Attachment "C" was selected by the subcommittee and was brought forward to the Housing Commission for recommendation Action: Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward a recommendation to the Palm Desert Housing Authority Board to approve Attachment "C" as the design for the signage at One Quail Place. VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (October) Newsletters were reviewed by the Commission Linda Ward inquired if Catalina Gardens had a new manager in place to which Teresa Vakdi replied yes B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for rewew 5 G UiDA1Pa[ry LeonU-Iousing Comm ssionN4mures 2006\IO-I I-06 doc Housing Commission Minutes OCTOBER 11, 2006 James Conway rewewed the update and stated that six of the applicants are in the process of prepanng loan documents C PALM VILLAGE APARTMENTS An update on Palm Village Apartments was provided to the Commission as well as updated pictures of the construction phase Bryce White summanzed the work that has been completed at Palm Village Apartments Upon question of the contractor, Mr White mentioned that staff continues to work with the issues surrounding the contractor A forth supenntendent was recently assigned to the pro ect as well as hnro additional sub-contractors are currently being replaced D CATALINA GARDENS COMMUNITY ROOM An update on the Community Room was provided to the Commission as well as updated pictures of the construction phase Bryce White summarized the update For informational purposes Mr White reported that as part of the Alessandro Way Widening pro ect, the Redevelopment Agency acquired a single-family property located on San Antonio Circle He noted that disposition of the property has not been determined E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Villas An update of Falcon Crest and La Rocca Villas were provided to the Commission for review Dave Yngoyen reported that the pro ect is moving along very well Four models are in the construction phase with a completion date of mid December, and anticipate a nbbon cutting ceremony at the first of the year F Estonia Protocol Janet Moore reported that a heanng wdl take place within a couple of months She noted that staff is always looking into ways of integratmg energy efficiencies 3 G \RDA\Patty LeonV-tousmg CommissionVvtmu[es 2006\IO-11-06 doc Housing Commission Minutes OCTOBER 11, 2006 at the properties as part of the upgrades and renovations of units A preliminary report was recently received of Califorrna Vdlas' integrations such as the installation of new windows, re-roofing, water heaters, etc She noted how it will improve the e ciency of the urnt as well as provide a reduction in energy costs of approximately 45% Linda Ward inquired if the company contracted to install the photovoltaic solar panels are eqwpped to retrofit any of our properties Janet Moore replied that it would probably be best to solicit bids from companies who specialize in rehabditation or retrofitting of units rather than using the same company contracted to install the solar panels since they probably specialize in that area only For informational purposes Justin McCarthy reported that the City Councd authorized and directed staff to negotiate the potential acqwsition of certain property from the Foundation for the Retarded The property is ad acent to Las Serenas, its ultimate disposition has not been determined Additionally, the City of Palm Desert has recently acqwred a section of parkland located near Interstate 10 The Agency has submittmg a bid for some potential land to construct affordable housing in the future as part of the new Southern California Association of Governments (SCAG) study as well as the Regional Housing Needs Assessment (RHNA) numbers that should be coming out within the next two to three years G Copy of Thank You Letter to Carne McLeod from Housing Commission A copy of the Thank You Letter as well as a copy of a letter addressed to Mrs McLeod from the Mayor was provided to the Commission for rewew Janet Moore stated that Habitat for Humanity is using a new application as part of their construction phase currently underway at the property site located on the corner of Virginia and New York The new application was said to be simdar to concrete A correction was made to the next Housing Commission meeting date IX. ADJOURNMENT With members of the Housing Commission concurrence Chairman Jane Turner ad ourned the meeting at 4 04 p m The next meeting will be held on November 8, PATTY LEON, RECORDING SECRETARY 7 G\RDA Pa[tyLeonWousmgComrtuss onUlmu[e5 2006\IO-ll-06 doc CITY OF PALM DESERT HOUSING COMMISSION MINUTES September 13, 2006 CALL TO ORDER Commissioner Leo Sullivan convened the meeting at 3 32 p m II. ROLL CALL Present Verna Smith Leo Sullroan Linda Ward Also Present III. IV Justin McCarthy, ACM for Redevelopment Janet Moore, Housing Authonty Administrator James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Bryce White, Pro ect Administrator Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Company Cathy Walker, Management Analyst ORAL COMMUNICATIONS Members Absent Jane Turner Larry Saindon Commissioner Linda Ward referenced a Desert Sun article dated September 9, 2006, headline "New law protects right to display U S flag" She shared the importance of how the flag should be displayed as defined m the article CONSENT CALENDAR MINUTES of the Regular Housing Commission meeting of August 9, 2006 Housing Commission Minutes SEPTEMBER 13, 2006 With a Motion made by Verna Smith and seconded by Linda Ward the minutes were unanimously approved. Commissioner Linda Ward referenced page 5, item E and asked for clarification on Justin McCarthy's comment regardmg Country Vdlage's conceptual plans of integrating an ambulance station as opposed to a fire station as stated in the minutes Justin McCarthy stated the request is to integrate either a paramedic station and/or possibly a full fire station In reference to the additional acqwsition land ad acent to Country Village, Mr McCarthy reported that the Councd has directed staff to review the feasibdity to incorporate a paramedic station as well as engage in a discussion with the County Fire Department to determine if indeed there is a cooperate partnership opportunity and a need for a fire station He noted that further information will be provided to the Commission once staff has studied the design and the Councd has determined how they want to move forward V. REPORTS AND REMARKS A COMMISSION REPORTS B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housmg Commission for review Janet Moore summarized the report C RPM MONTHLY STATUS REPORTS The Monthly Status Report for August was rewewed by the Commission Janet Moore stated that the report wdl eventually show one entire year A correction was made to Las Serenas' report Non-Qualified Tra c number The correct number should be 6 2 G \RDA\Patry LeonU-lousmg Commission Mmute5 2006\9-13-06 doc Housing Commission Minutes SEPTEMBER 13, 2006 D REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for June and July were reviewed by the Commission Janet Moore stated that June's report was rewsed subsequent to mailing the agenda A correction has made to the average rent at One Quad Place, Section C, 2-bedroom 1 bath The correction was based on calculations that did not include the allocations made by Section 8 E REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS Report #2 for June and July were reviewed by the Commission Upon question of Candlewood Apartments, Janet Moore stated it wdl be added to the report upon stabdization F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authonty properties was provided to the Commission James Conway summarized the update and displayed pictures of California Vdlas renovation pro ect Clanfication was made to Laguna Palms exterior renovation pro ect in that we have received authonzation to go out to bid only Commissioner Linda Ward inquired on the status of the landscape contract She commented that the landscape at Las Serenas is in need of attention, stating that the grass looks great but the hedges throughout the property are too high and require tnmming Staff was directed to meet with the City's arborist and the landscape service provider to address this issue VI. NEW BUSINESS A One Quail Place — Notice of Completion James Conway reviewed the staff report and asked that a recommendation be forwarded to the C ty Councd 3 G U2DA Patty LeonU-Iousmg Commiss onN9mutes 2006V-13-06 doc Housing Commission Minutes SEPTEMBER 13, 2006 Action: Motion was made by Linda Ward and seconded by Verna Smith to approve and forward recommendation to the Palm Desert Housing Authority Board to authorize the City Clerk to file a Notice of Completion for Contract No. HA23590 Petronella Corp) for the removal and replacement of substandard roofing system on the carports at One Quail Place Apartments. B Laguna Palms — Extenor renovation and site improvements James Conway reviewed the staff report Commissioner Leo Sullivan questioned if the extenor renovation and site improvement pro ect meant the final process of approval to complete Laguna Palms renovation pro ect, noting that the Commission have approved vanous phases of the pro ect already James Conway replied that it is the ma or renovation final phase, which includes re-winng and re-piping the interior of the units, with the exception of minor intenor renovations such as cabinet installation and fixtures Janet Moore noted that the cabinets have been ordered and are stored on location for the remaming intenor renovations Commissioner Sullivan suggested including these minor renovations in the bid specifications without waiting another penod of time to bnng someone else whether iYs the existing contractors or not He noted a concern that it seemed the pro ect is being done by piece meal and would like to see that stop and finish the pro ect all at once whether we own the cabinets or not Janet Moore explained the similar concern previously addressed at California Villas where contractors were hesitant to take the responsibility of using the City's matenals Commissioner Verna Smith questioned if it was easier to get bids without the installation of the cabinets rather then putting it all together James Conway explained that at Laguna Palms most units are vacant which allows access to renovate the intenors as well as the extenors Justin McCarthy stated that procedurally we could modify the 0 G U2DA\Pa[ty Leon\Housmg ComrtusvonVNmule5 2006\9-13-06 doc Housing Commission Minutes SEPTEMBER 13, 2006 specifications as it goes out or treat it as a change order if its problematic He mentioned how we have gone through a learning curve on rehabditation, but will definitely address this concern without a huge penalty or premium Motion was made by Linda Ward and seconded by Verna Smith to approve and forward recommendation to the Palm Desert Housing Authority Board to authorize the City Clerk to advertise and cali for bids for the exterior renovation and site improvements with the caveat to integrate the complete interior renovation. At this time, Commissioner Leo Sullivan requested that a thank you letter be sent to Carne McLeod for her service as a Housing Commissioner A Motion was made by Linda Ward and seconded by Verna Smith VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (September) Newsletters were reviewed by the Commission In response to a concern from the Commission at the last meeting regarding the advertisement of a Cathedral City property, Teresa Vakdi apologized stating that the advertisement was not mtended to be inserted in the newsletter It was a bad udgment call by the property manager as it is not RPM Company's practice to advertise other properties that they manage B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review James Conway reviewed the update It was noted that there is a high interest in the program mainly due to signs posted on homes currently m process or by word of mouth For informational purposes, Bryce White provided a bnef update on the Fa ade Enhancement Program C PALM VILLAGE APARTMENTS 5 G U2DA\Patty LeonV-lousmg Comm ssionVdmutes 2006\9-13-06 doc L Housing Commission Minutes SEPTEMBER 13, 2006 An update on Palm Village Apartments was prowded to the Commission as well as updated pictures of the construction phase Bryce White summanzed the work that has been completed at Palm Vdlage Apartments Upon question of the contractor, Mr White mentioned the difficulties surroundmg the contractor and stated that the company has officially dissolved D CATALINA GARDENS COMMUNITY ROOM An update on the Community Room was provided to the Commission as well as updated pictures of the construction phase Bryce White reported that the contractor has been terminated Negotiations are m process to contract with specialty contractors prepared to complete the remainmg task Commissioner Leo Sullivan questioned the reason for accepting the lowest bidder He stated that if there are concerns regarding a contractor, then why not contract with somebody we feel is more capable Justin McCarthy responded that due to legal issues would prefer to invite the City Attorney and address this concern Upon question of the completion date, Janet Moore anticipates completion of the pro ect m a few months E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Vdlas An update and pictures of Falcon Crest and La Rocca Vdlas were provided to the Commission for rewew Cathy Walker reviewed the update and prowded a summary As a follow up from the last meeting regarding the installation of photovoltaic systems at both Falcon Crest and the La Rocca Vdlas, Cathy Walker provided information on the company contracted to install the panels as well as pictures of panels installed at a home at Falcon Crest She stated that 74 single-family homes and all of the senior units will benefit from the photovoltaic panels The photovolatiac program will save homeowners approximately 47% in energy cost 6 G V2DA\Patty Leon\Housing ComrtussionVv]mu[es@006\9-13-06 doc m Housing Commission Minutes SEPTEMBER 13, 2006 The cost of the solar panels per home was said to be approximately $14,000 depending on the square footage and the allowable kilowatts Linda Ward commented that the panels are aesthetically good looking Justin McCarthy stated that the state of the art on photovoltaic are not as efficient as distributed power After rebates from the State and Southern California Edison, dependmg whether iYs a package deal or indiwdual homeowners, paybacks are said to be between 12 to 14 years He stated that most pnvate developers develop the infrastructure for photovoltaic and the actual system itself is an upgrade He added that we are looking at this as an institutional experience in terms of working with developers in the design phase and being able to demonstrate leadership to the community in regards to the use of photovoltaic F Estonia Protocol Justin McCarthy reported that the City is in negotiations with the Public Utdity Commission and Southern Edison Company in terms of funding A draft ordinance has been prepared and awaiting approval from Sacramento before the City can adopt it and implement the program Janet Moore remmded the Commission of their annual brunch scheduled for October 1, 2006 between 11 00 a m to 2 00 p m James Conway reported on the signage at One Quail Place He stated that both Commissioners on the Sub-Committee were not avadable to meet and approve a design Once the sub-committee has reviewed and approved the conceptual design, a report will be brought to the Housing Commission for approval At this point, Leo Sullivan inquired on the bylaws wntten for Commissioners in terms of missing three meetings in a row Janet Moore responded that if there are extenuating arcumstances or excused absences, the Mayor has the abdity to review the situation IX. ADJOURNMENT With members of the Housing Commission concurrence Commissioner Leo Sullivan urne eeti p m The next meetmg will be held on October 11, 2006. PA LEON,'12ECORDING SECRETARY 7 G U2DA\Patty LeonWousmg Comm ssionVvlinures 2006\9-t3-06 doc w PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY DATE SEPTEMBER 14. 2006 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of August 9, 2006, approved at the Housing Commission Meeting held September 13, 2006 Please submit to the Housing Authority Board Thankyou E Y HOUSG AUTH ory 9'- a -n VERIFIED BY .. Original on file with City Clerk's Office cc Carlos L Ortega, Executive Director CITY OF PALM DESERT HOUSING COMMISSION MINUTES August 9, 2006 CALL TO ORDER Commissioner Larry Saindon convened the meeting at 3 30 p m II. ROLL CALL Present Larry Saindon Verna Smith Leo Sullivan Linda Ward Also Present IV n Members Absent Jane Turner Carrie McLeod Justin McCarthy, ACM for Redevelopment Carlos Ortega, Executive Director James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Bryce White, Senior Construction Contract Administrator Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Company Veronica Tapia, Redevelopment Accountant II ORAL COMMUNICATIONS CONSENT CALENDAR MINUTES of the Regular Housing Commission meeting of July 12, 2006 With a Motion made by Leo Sullivan and seconded by Verna Smith the minutes were unanimously approved. A correction was made to Page 17, spellmg correction to Linda Ward's last name Housing Commission Minutes AUGUST 9, 2006 Leo Sullivan inquired if Mayor Ferguson would be meeting with the Commission as a follow up from the Housing Commission meeting in June Justin McCarthy replied that Mayor Ferguson had met with the City Manager, but had no information to report regarding the disposition He noted that the Mayor is out during this period of time V. REPORTS AND REMARKS A COMMISSION REPORTS Larry Saindon inquired as to the next Housing Sub-Committee Meeting date It was stated that a date has been tentatively scheduled for September 13, 2006 prior to the Housing Commission meeting Notifications will be sent out B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housmg Commission for review Linda Ward asked about the Council's action on the Photovoltaic Panels at Falcon Crest and La Rocca Villas Mr McCarthy stated that the City Council approved this item at their July 13ih Council meeting C RPM MONTHLY STATUS REPORTS The Monthly Status Report for July was reviewed by the Commission Linda Ward referenced the service request report for the month of July and asked on the type of service calls at Las Serenas Teresa Vakili stated that the reasons of service calls to be plumbing issues such as leaky faucets, replacement of thermostats, and/or anything that maintenance staff could repair without actual replacement of appliances D NOTICE OF REPORT #1 AND REPORT #2 Due to fiscal year end process, RPM Company will provide both June and July's report at the next regularly scheduled meeting E HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) 2 G \RDA\Patty Leon\Wpdocs\Housing Commission Nlinutes 2006\8-9-06 DOC Housing Commission Minutes AUGUST 9, 2006 An update on the Housing Authority properties was provided to the Commission James Conway summarized the update and displayed pictures of California Villas renovation pro ect In regard to the number of AC urnts replaced at the properties, Mr Conway explamed that besides experiencmg that the existing AC units havmg a short life span, tenants are settmg thermostats to 66 degrees during high temperatures causing the AC urnts to go out Linda Ward inquired as to the rehabilitation pro ect at California V Ilas and how the existing block walls were found to have no rebar and asked if the mtenor block walls are in the same condition Mr Conway stated that the exterior block walls were originally built with decorative blocks in the center that did not allow rebar to fit in those sections, but the remainder of the wall and interior block walls have rebar reinforcement Ms Ward also inquired as to the part-time mamtenance man and assistant property manager at Las Serenas Teresa Vakili stated that a maintenance staff member from another property has covered the maintenance needed at Las Serenas and an assistant property manager has been hired VI. NEW BUSINESS VII. CONTINUED BUSINESS A Palm D esert Authority Resolution No HA-30 and Rental Rates Justm McCarthy reviewed the staff report stating the redlined sections represent the changes made by our legal counsel Action: Motion was made by Leo Sullivan and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authority to waive further reading and adopt Resolution No. , a Resolution of the Palm Desert Housing Authority, rescinding Resolution No. HA-30, and amending the procedure and implementations for setting rental rates for Palm Desert Housing Authority operated rental rates. 3 G \RDA\Patt}' Lcon\pdo s\Housing Commission Mmutes\2006\8-9-06 DOC Housing Commission Minutes VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (August) Newsletters were reviewed by the Commission AUGUST 9, 2006 Linda Ward referenced an insert in the newsletter of Desert Pointe and Taos Palms and asked as to the reason for advertismg an apartment complex located in Cathedral City A concern was raised w th regard to advertising properties outside the boundaries of Palm Desert Teresa Vakdi stated that the advertisement is for households that do not qualify for the City's program that are over the 120% County Median Larry Saindon questioned the liability issues Justin McCarthy esponded that there were two issues to consider as to the appropriateness and the legal issue and would further address both Ms Ward also inquired on the translation of the newsletters to tenants who do not speak English nor Spanish and/or cannot read, and felt the information m the newsletters were very important Teresa Vakili stated that it is the tenants' responsibility to inquire on translation of the newsletter and are translated in Spanish as a courtesy but cannot be translated m every language She noted that she would address this concern further Upon question of the delivery of the newsletters at Las Serenas, Ms Vakili stated they should be posted on every tenants' door B COPIES OF LETTERS TO JIM ANGLE AND ADDIE ANGLE Copies of the letters to Jim Angle and Addie Angle were available to the Housing Commission for review C 2006/2007 BUDGET SUMMARY As a request made by the Commission at the last meetmg with regard to the approval of Candlewood's budget, a summary of 2006-2007 budget was provided for review Justin McCarthy explained the report was a pro-forma budget based on Catalina Gardens He also reported that Candlewood Apartments had closed escrow G \RDA1Patty Leon\WpdocslHous ng Comm ssion\Mum[es 2006\8-9-OG DOC Housing Commission Minutes AUGUST 9, 2006 D AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review James Conway stated that the consultant is in the process of preparing work write-ups for the properties approved by the Agency Leo Sullivan questioned how residents are made aware of the program Mr Conway stated the program is known from numerous sources such as code enforcement, City's Brightside, signs on current properties in the construction phase, as well as word of mouth Upon question, Bryce White provided a brief explanation of the City's Fagade Enhancement Program in terms of the funding available per the guidelines of the program E COUNTRY VILLAGE APARTMENTS A proposed site map of Country Village Apartments and its ad acent properties was displayed Justin McCarthy explained that subsequent to a site evaluation of Country Village by the consultant, it was determined that the buiidings were not a good rehab opportunity He depicted a nearby property that had recently become avadable in the market and with proper authonzation staff was requested to contact the property owners The mtent is to enhance and expand Country Vdlage utilizing the proposed property's site and mtegrate a fire station as requested by the City F PALM VILLAGE APARTMENTS An update on Palm Village Apartments was provided to the Commission as weli as updated pictures of the construction phase Bryce White prowded a brief summary with regard to the parkmg structure and its delay in construction due to the contractor's concerns regarding insurance and completion dates of the carports as well as the photovoltaic, which staff is currently addressing It was pointed out that the parking structure will be constructed first and mtegrate the photovoltaic panels at a later date in order to proceed with the pro ect G CATALINA GARDENS COMMUNITY ROOM An update on the Community Room was provided to the Commission as weli as updated pictures of the construction phase F G \RDA1Patty Leon\Wpdocs\Housing Commission\Minules 2006\8-9-Ob DOC Housing Commission Minutes AUGUST 9, 2006 Bryce White stated that the City Attorney is addressmg the conflicts with the current contractor due to lack of performance and how to proceed utilizing other contractors to complete the exterior of the building H Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Villas Justin McCarthy reported that the models for the single-family homes are currently in construction Two hundred applications were received for this pro ect and are in the qualifying process It was explained that Community Dynamics will be administering the direction of applicants to the approved lending institutions Jessica Gonzales reported that the "60 day registration period" ended on August 8, 2006 Linda Ward inquired if the Photovoltaic sofar panels would be incorporated to all the single-family homes as well as ali the units at La Rocca Villas Justin McCarthy responded that the Falcon Crest homes will be on a per unit basis, and with the understanding that La Rocca Villas would integrate the solar panels on the carport only as approved for at Palm Village Apartments, but would further clanfy his comment Estonia Protocol Carlos Ortega reported that the City has requested from the Public Utilities Commission approximately 30 million dollars to add to the existmg Edison monies and is anticipating an answer by the end of September He noted that a program is currently in place but are seeking additional funding sources to be able to provide more mcentives than currently allowed for Leo Sullivan asked Carlos Ortega if there was a response from Mayor Ferguson with regard to the Commission's concern expressed at the meeting of June 14 Mr Ortega stated he has received a report and would be happy to discuss it with the Commission Linda Ward addressed Mr Ortega and expressed how she personally feels that the Housing Commission is very important and how she has learned so much from the group here because they all come from different aspects She stated that she gets the impression that the Commission is getting edged out and how there are a few of them who have been here for a long time She stated that at the adhoc subcommittees that she's been involved with regarding design and layouts relating to seniors have been disappointing and feels there is more G \RDA\Patty Leon\Wpdocs\Housmg Commission\Mmutes 2006\8-9-Ob DOC Housing Commission Minutes AUGUST 9, 2006 emphasis put on their backgrounds as opposed to what is really needed for seniors She stated that if the Commission was going to be abolished she hoped somebody wdl take consideration of the needs of the lower income families and the sernors and felt that it seemed it has been getting slightly pushed under the rug She commented how she is the only commissioner who lives under senior conditions with a restricted income She noted that at the last adhoc subcommittee she volunteered for regarding senior structure, the tone was "if they can't afford it let them eat cake", and was d+spleased with the response She further noted that she is concerned with La Rocca Villas regarding lower income families She concluded that she felt that people don't understand the importance of this Commission and why they bring up these questions Carlos Ortega replied by addressing Mayor Ferguson's response to the concerns of this Commission He stated that almost everything with the exception of property acquisitions comes before the Housing Commission to review and make recommendations in terms of the design of the pro ects, rehabs, etc , and ust because the Council is not present at these meetings does not mean they are not aware of what the Commission does since all of the recommendations are forwarded to the City Councd exactly as they come to the Housing Commission Regarding the Council's intention to dissolve the Housing Commission, Mr Ortega stated that a Housing Authority law exists which states that if you have a Housing Authority there must be outside input other than the City Councd The Council decided to create a Housing Commission composed of seven members, which consist of two tenants from the Housmg Authority properties as a requirement He explained how he has served on the County's Housmg Commission for 27 years and found that keeping a tenant commissioner was always a challenge He further stated that there is no city m the county or maybe the state that puts as much effort into providing housing for low and moderate-income families as this Commission The Council spends a sufficient amount of money on pro ects particularly m efforts to improve neighborhoods as well as create low and moderate-income housing as opposed to just creatmg new housmg, which is easy to do He noted how rehabilitating old houses can get very expensive He stated that if you look at the neighborhoods and pro ects that the Housing Commission have been involved with it has turned around neighborhoods He advised that if the Housing Commission had additional concerns that the City Council is always there as well as himself whether the concerns are issues with regard to the business of this Commission or Council's policy He mentioned one of the conflicts he had in order to attend this meetmg given that both the Housing Commission and the Public Safety Commission meet at the same time and how he had to send someone else to the Public Safety 7 G \RDA\Patty Leon\Wpdocs\Houning Comm ssion\Minutes 2006\8-9-06 DOC L. Housing Commission Minutes AUGUST 9, 2006 Commission in order for him to hear the Housing Commission's concerns and be able to monitor what is happenmg He reiterated that ust because the City Council does not appear to be interested does not mean they don't know what is going on He summarized that all of the other commissions and committees created by the Council with the exception of the Planning Commission are basically advisory He noted that Housing is responsible for millions of dollars and the Commission is obligated to advise the Council as to the administration of the Housing Authority's monies He stated that the Council does not second-guess the Housmg Commission in terms of the amount of budget and how to operate it when making recommendations as to the operator of the properties being that the Commission is familiar with RPM Company He concluded that the Council relies on the Housing Commission since they can't be here and sees the Commission as bemg very important and the outstanding ob they are doing, and expressed that if the Council did not think the Commission was doing a good ob they would be here IX. ADJOURNMENT With members of the Housing Commission concurrence Commissioner Larry Samdon ad ourned the meeting at 4 36 p m The next meeting will be held on September 13, C J e PATTY LEON/RECORDING SECRETARY E:3 G\RDA\Patry I eon\Wpdocs\Housmg Commission\Mmu[es 2006\8-9-06 DOC PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY I DATE AUGUST 10, 2006 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of July 12, 2006, approved at the Housing Commission Meeting held August 9, 2006 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director RY HOUSG AUTH ory g' a`• / VERIFIED BY: ` r Original on fde with City rk's Office i OC CITY OF PALM DESERT HOUSING COMMISSION MINUTES JULY 12, 2006 I. CALL TO ORDER Vice-Chairman Carne McLeod convened the meeting at 3 30 p m II. ROLL CALL Present Carrie McLeod Larry Saindon Verna Smith Leo Sullivan Linda Ward Also Present Members Absent Jane Turner Justm McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of Redevelopment and Housing Janet Moore, Housmg Authority Administrator James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Bryce White, Senior Construction Contract Admirnstrator Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Company Missy Wightman, Pro ect Coordinator III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of June 14, 2006 With a Motion made by Leo Sullivan and seconded by Larry Saindon the minutes were unanimously approved. Housing Commission Minutes V. REPORTS AND REMARKS A COMMISSION REPORTS JULY 12, 2006 Larry Saindon reported on the Housing Sub-Committee meetmg that met earlier that day to discuss the signage for One Quail Place The sub- committee reviewed the designs and costs provided by Calendar Girls and requested that the signs be smaller and double-sided, as well as pleasing aesthetically Also discussed at the sub-committee meeting was the necessity of providing signage at the rear of the property, off of Park View which staff indicated they felt it was necessary for emergency purposes B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review Carne McLeod welcomed newly appointed Verna Smith to the Commission Larry Saindon asked about the Council's action on the Photovoltaic Panels at Palm Village Apartments Janet Moore stated that the City Counal continued this item pending additional information The information requested was about payback periods which was already presented to the Housing Sub-Committee at the meeting of June 14, 2006 Janet Moore informed the Commission that Council member Buford Crites resigned from the Council effective July 1, 2006 She stated that his resignation changed the dynamics of some regularly scheduled meetings For that reason, Mayor Ferguson would probably not attend the Housing Commission meetmg today, as a follow up from the last meeting, but has indicated he would attend a future meetmg She noted that the Council members are taking their summer recess after the Council meeting scheduled tomorrow 2 G U2DA\Pa[ty Leon\WpdocsVlousmg Comm ssmnVdmutes 2006V-12-06 doc Housing Commission Minutes C RPM MONTHLY STATUS REPORTS JULY 12, 2006 The Monthly Status Report for June was reviewed by the Commission Upon question of the annual re-certifications, it was explained that re- certifications are conducted monthly at lease renewals as opposed to doing them all at once, as was previously done 0 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for May was reviewed by the Commission E REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for May was reviewed by the Commission F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housmg Authority properties was provided to the Commission A memo was provided by Missy Wightman regarding One Quail Place signage James Conway summarized the update and displayed pictures of California Vdlas renovation pro ect In regard to Laguna Palms renovation pro ect, construction is antiapated to start in 2007 The property will be 100% vacant during the renovation The existing tenants will be relocated withm the Housing Authority properties , Mr Conway clarified the wording "dog house" used on the report to describe the uttlity conduit boxes located at the edge of the buddings NEW BUSINESS A Palm Desert Housing Authority Landscape Mamtenance 3 VI. G V2DA\Patty Leon\Wpdocs\Housmg Commission\Mmute5 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 James Conway reviewed the staff report and asked the Commission to re ect the bids He stated that nine packets were picked up of which only two bids were submitted Unfortunately, all of the required information was not included in either of the bids received Leo Sullivan questioned if we had to literally reject the bids to which Mr Conway responded yes Justin McCarthy also noted it was based on the legal process of bidding Linda Ward asked if Liberty Landscape, our current contracted company, had submitted a bid package and what were the reasons for re ection Janet Moore responded that Liberty Landscape was one of the two bids received She stated the reason for the re ection was due to inconsistencies in the bids such as questions they did not respond to and documents that were missing She explained that because of this the legal process is to re ect both bids Larry Saindon asked why the staff report was on the Counctl's agenda for tomorrow night and asked why the Housing Commission needed to review it when the Council is already going to Mrs Moore explamed that everything on the Housmg Authority's agenda to review must come before the Housing Commission for review In the event that the Housmg Commission does not approve something staff would state that at the Council meetmg She mentioned that most items are done the same way, items are reviewed the day before the Authority meeting so that we don't have to wait until the next meetmg She noted that the Housing Commission meetings are usually scheduled right before the Council meetmgs Mr Samdon stated and Leo Sullivan agreed that it seemed like they were ust "rubber-stampmg" Mr Saindon mdicated his concern because the Councd's agenda item is to re ect this, so even if the Commission says no the Councd will act on it anyway Justin McCarthy stated that in some cases these issues really are pro- forma and even the Council might have difficulty if they voted not to re ect the bids because there are some legal issues involved He noted that was one of the problems with contracting, especially the bid process, because we are constrained by certain legal requirements If asked, the City Attorney would probably say we are obliged to re ect the bids under the 0 G UiDA\Pa[ty Lcon\WpdocsWousmg Commisson\Mmutes 2006p-12-06 doc L_ Housing Commission Minutes JULY 12, 2006 circumstances Now, if this body elected for one reason or another to ob ect to staff's recommendation, that would be conveyed to the City Councd The Councd, at their discretion, as is the case with all recommendations, could accept, modify, or re ect whatever recommendation they receive Carrie McLeod advised Mr Saindon that this is ust a recommendation as stated in the motion Mr Samdon stated he read the motion but his question is not the recommendation because most of the Commission's items are recommendations to the Council and/or the Housing Authority His question is why s the Commission domg something this afternoon that the Councd is already doing tomorrow night Mrs Moore replied that every action the Commission is going to take is agendized for the Commission meeting as well as the Council meeting Mrs Moore also stated that as an advisory body, the Counal looks for the Commission's recommendation According to the Bylaws, this Commission is to review everything before it goes to the Housing Authority Board In the event that the Commission had an adverse action to what was recommended, that would be stated at the Councd meeting The Council may then refer it back She explained how m some cases the Planning Commission has voted to approve a pro ect and the Council will review it and note their concerns and send it back to the Planning Commission, even though iYs been approved already Linda Ward asked how the Council could review the mmutes before tomorrow's meeting to know what was discussed at the Commission level The Council may re ect the bids not understanding what the Commission's thmking is She further stated that the time frame is so short, it feels like a rubber stamp because there's too much procedure going on She questioned if what is said here today is verbal to the Council or in writing Mr Sullivan stated that although he is probably the biggest critic in a lot of areas, he has seen that when there's an ob ection by the Commission that is conveyed to the Council verbally IYs either up to Janet Moore or Justin McCarthy to make that presentation at the Council meeting that the Housing Commission does not agree, or they voted to turn this down, or they want to accept it He mdicated Ms Ward was right, there is not enough time to be able to produce the minutes and have them reviewed by the Councd before the meeting tomorrow Mr Conway stated there is a 10 day submittal of staff reports 5 G \RDA1Patty Leon\Wpdocs-lousmg CommasionVvlmures 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Mrs Moore stated that the last submittal of staff reports she believed was June 29 h for the Council meeting tomorrow The cutoff date for the Housmg Commission reports was later this time and allowed us to give the Commission a staff report for discussion that won't be forwarded to the Councd untd a future meeting Mr Sullivan asked if the Housing Commission was the only commission to meet before the City Council meetmgs Mrs Moore replied that the Public Safety Committee meets on the same day as the Housing Commission and sometimes Planning Commission and/or the Architectural Review Committee meet a couple of days before the Council meets This is done to have items reviewed before the Council meeting by the respective Commissions and Committees She noted that othenvise pro ects would be delayed Mr Saindon stated he was still not satisfied with the answer with respect to this He expressed concern that the Commission was brought something the same week as the Council meetmg, but staff is saying that the City Attorney wdl probably re ect it due to contractual laws He stated he was kind of in a quandary and asked why the Housing Commission was even voting on this and why staff didn't ust say that because the bidders lack of following procedures no landscape contract is going out He again questioned why the Commission was voting on this item Mrs Moore replied that this question has come up before and that the Bylaws state the Housing Commission responsibdities are to review all items that come before the Authonty Board In the event there are any irregularities in a bid process, all bids such as m this case must be re ected There are certain actions that are simply a legal requirement but require a formalized action You can, as a Commission, in cases where the recommended action is reqwred by law, the Commission could vote not to vote on issues such as these However, staff feels that iYs ust as important that they bring these items to the Commission so that they can see what has happened She reiterated that we did not get full bid packages and wanted the Commission to be aware of it Mr Saindon stated he appreciated that and did not want to stop that procedure but did not think that the Commission should vote on it He felt staff could have given them all the mformation and said the Council is gomg to re ect the bids because the bidders did not follow procedures He stated that he wouldn't want to vote for it nor vote against it, since it's ust a matter of information as stated by Janet Moore, and thaYs what he would appreciate G \RDA\Pa[ty Leon\Wpdocs\Housmg Commisvon Nlmutes 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Mrs Moore reminded Mr Saindon that this came up when he was Chair and one of the things discussed was that the Commission would review and advise on all items to go before the Housing Authonty She mdicated that if the Commission wanted she could talk to the City Attorney and ask if the item is a routine motion or a routine approval that the Commission could ust rewew it but take no other action If the City Attorney says it has to be presented to the Commission, or if he says no, it can be informational to the Commission and the Council is going to recommend re ection of all the bids, stafF can do that as well Mr Sullivan expressed concern and addressed Mr Saindon and stated that the Commission had some questions in the recent past about their responsibilities on this Commission and did not want to mdicate that they want something to be taken away He felt it has been done in the past, and would not like to have that happen, stating that if each one of these things are taken way, what would the Commission's responsibilities be Mr Saindon stated he did not want this type of information taken away either but they don't really need it He felt that it should have come to them basically stating that the Councd is going to reject all bids on landscape because they didn't fill out the questions, they didn't get a bond, whatever the case is, the Council wdl re ect it and further information will come back when we get it, however we say it He felt that this was coming like the Commission is gomg to make a decision on something when they are not Mr Sullivan stated that he thought Mrs Moore was leadmg toward that if Dave Erwin tells her that they really don't need to see that stuff, thaYs one more thing that the Commission does not have and he did not want to see that Mr Saindon clanfied that he does want to see it ust doesn't want to vote on it Mr McCarthy stated that he understood the Commission's issues Some of the actions that staff has brought forward are m many ways nondiscretionary and staff does not have the discretion to not recommend them In this case, it is a legal process that if there is a qualified low bidder, staff has to recommend them, and does not have a basis to not recommend them If they did, they would put the City in some sort of liability position Some of the actions are indeed nondiscretionary even on the part of the Council He noted that a number of actions like this, as a matter of course, are automatically re ected He provided an example of fiow the Councd, as a matter of policy, automatically re ects claims made against the City until further review with the oint powers insurance G \RDA\Pa[ry Leon\WpdocsViousmg CommissionVvlum[es 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 authority and/or the nature to review the claim and how then the issue is resolved Mr Sullivan stated he understood that the Councd rejects all claims and often questioned that procedure He agreed with Mr Saindon's comment about bemg a rubber-stamp in some ways, but felt that they were still basically getting the information, and felt that the Commission was still providing the Council with the review of what they have been presented with and asked to concur The Council is receivmg that agenda with the recommendation for re ection in this case Mrs Moore stated it is important for the Commission to know that when the Council reads the minutes of the Housing Commission meetings, they look at what types of discussions and questions you have This gives them a general idea what types of things you question In this particular case, the first question asked was why are they being re ected The Council will read that and will read what you questioned and how we responded That telis them that you are looking at this action whether iYs routine or not and asking why we are doing what we're doing She indicated that she felt that it is ust as important to let them know that you are asking why that process is the way it is, even if is a"rubber stamp" action Mr Sullivan stated that now Mrs Moore's comment goes agamst what they ust talked about with regard to the minutes being ready for tomorrow's meeting The Council will review those mmutes next month Mrs Moore stated that the Council does review their mmutes and looks at what their comments are about specific actions, even though they are already taken It gives the Council a general affirmation and confidence with respect to the review of items by the Housing Commission, not ust at today's meeting necessanfy Mr McCarthy also noted that the Council will ask if the Housing Commission has seen a particular item They may not get too deep mto what the comments are because the recommendation is approval but they'll make occasional inqwries and ask if the Commission has seen it depending on the item Mrs McLeod recalled what Mrs Moore stated eariier regarding the establishment of the Housing Commission and how the City Council requested that they be an advisory to them and this is ust part of that She stated that the Council wants the Commission's recommendation, and know they will have the final say but want a recommendation, that is all She concluded by asking if there was a motion on this E:3 G ViDA\Pa[ty Leon\Wpdocs\Housmg CommissionVvlmute5 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Action: Motion was made by Larry Saindon and seconded by Verna Smith to approve and forward a recommendation to the Palm Desert Housing Authority to authorize RPM Company to reject all bids for the landscape maintenance for the Housing Authority Properties as non-responsive. B California Villas Change Order to Portrait Homes, Inc James Conway reviewed the staff report Carrie McLeod referenced the Change Order attached to the staff report and questioned if there should be a line through the word decreased since the request is to increase the dollar amount The correction will be made as well as the dollar amount Action: Motion was made by Leo Sullivan and seconded by Larry Saindon to approve and forward a recommendation to the Palm Desert Housing Authority to Change Order No. 2 to Portrait Homes, Inc. (Contract No. HA23650) for the exterior renovations at the Housing Authority Property known as California Villas C Laguna Palms Contract Amendment No 2 to Prest Vuksic, Inc James Conway reviewed the staff report provided to the Commission for review Action: Motion was made by Verna Smith and seconded by Linda Ward to approve and forward the recommendation to the Palm Desert Redevelopment Agency to authorize Contract Amendment No. 2 to Prest Vuksic, Inc. contract No. HA 231010-A for additional architectural services for Laguna Palms Apartments. D One Quail Place Change Order No 1 to Petronella Corporation James Conway rewewed the staff report Mr Conway stated that the specifications called out for a certam amount of plywood sheets to be replaced per carport That number was exceeded 0 G \RDA\Pa[t} Leon\Wpdoc.s\Housmg CommissionVNmu[es 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 due to damages to certain carports that was undetected until the repairs began, as depicted on the photographs attached to the staff report Action: Motion was made by Larry Saindon and seconded by Verna Smith to approve and forward the recommendation to the Palm Desert Housing Authority to authorize Change Order No. 1 to Petronella Corporation Contract No. Ha 23590 for the One Quail Place Carport re-roofing project. E Fiscal Year 2006-2007 Budget Janet Moore reported that as she and Mr McCarthy have announced for the last several months, the Agency will be buying a 30-unit apartment complex that was potentially at risk of losing its affordability The property was previously subsidized by Housing Urban Development The Redevelopment Agency Board authorized that the Redevelopment Agency to negotiate and acquire the property The acqwsition will probably take place during the Councd's summer recess Because of this, the complex wdl need an operating budget once its acquired Therefore, staff is asking that the Commission forward a recommendation to the Palm Desert Housing Authority to authonze this budget upon close of escrow She explained that it will not take effect in the event escrow does not close The property houses mostly seniors, 26 affordable and 4 units at market rate Through attrition, those market rate units will be recertified onto the affordable program She asked the Commission to forward the recommendation on the condition that it closes escrow and we acquire title Leo Sullivan questioned the presentation format of the budget and what the expected revenue was Mrs Moore noted the sections of the budget that mdicated the revenues and expenditures This format is how the Finance Department actually presents the fiscal budget The summary portion is ust for any deviations in expenditures Verna Smith asked about the property's location Janet Moore responded it is located south of Highway 111 on Candlewood Street Larry Samdon mterrupted and asked Mrs Moore why she did not tell the Commission where iYs located and referenced the agenda published m l0 G U2DA\Pa[ry Leon\1Vpdocs\I lousing CommissionVvtmu[es 200617-12-06 doc Housing Commission Minutes JULY 12, 2006 the Desert Sun that showed an address of 74000-74002 Shadow Mountain Drive Mrs Moore questioned the location since she thought it was located on Candlewood Street Mr Saindon read the article again stating the location of the 30-unit apartment complex and asked why we didn't tell them Mrs Moore apologized and stated that Candlewood Street and Shadow Mountain intersect each other and didn't realize the address was on Shadow Mountam Drive She noted that the City Clerk added the address to the Agenda Mr Sullivan stated that Mr Saindon's pomt is why are we not divulging this information, which we talked about in the past Mr Samdon stated that Mrs Moore was misunderstanding him He stated that it is not the specific actual address but was the mere fact that the Commission was not given the location He referenced the paper stating it said a 30-unit apartment This is in the paper and is a public notice He further stated that the public gets the notice and how is it that the Commission does not get this notice and felt the reason was because they can't be trusted Mr McCarthy inteqected by statmg that this is for the budget but that he understood what the Commission was saying He stated that it made a lot of sense to inform them of its location He noted he did not know how it got in the paper Mr Samdon stated that the Commission has gone through this and this was a bone of contention months ago He stated that he has always felt that there was concern that they couldn't be trusted with confidential information He mdicated that he respected that to a pomt but when the property goes mto escrow if they can't be told m closed session or executive session where the property is located then why are they messing with it Mr McCarthy responded that the City Attorney has explicitly said "no" to the Housing Commission having closed sessions With respect to taking an action on a budget item, informing them of its location made a lot of sense, a perFectly fair request He stated he had no problem with that and asked them to treat it as an oversight With regard to formally entenng into escrow, he commented that it only happened within the last couple of days, some of this is anticipatory 11 G \RDA\Pa[ty Leon\Wpdocs\Housmg Commission\Mmutes 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Mr Saindon asked if the property is only into escrow within the last couple of days how is it that they have a report on it already and also asked if it wdl close by August Mr McCarthy replied that the close of escrow was stdl pending The property is still m its due diligence phase He noted that the budget was forwarded ahead of time since one of the past concerns of this body was that the budget was brought after the fact He stated that staff has apprised this body that a property was indeed identified and they were workmg on that property and felt that identifymg the location now seemed perfectly reasonable given that the property is in escrow Mr Sullivan stated that if the staff report went out ten days earlier as prewously mentioned, then Mr McCarthy is lymg that it didn't go mto escrow within the last couple of days Mrs McLeod stated that what confused her was she respected the fact that there are people out there that might say too much accidentally, but asked why the Housing Authonty allowed the publication in the newspaper and why d dn't the Housing Authority discuss that in closed session Mrs Moore responded that the City Clerk added the address to be posted in the newspaper Staff was directed not to put it in the report since it was actually going out before we were in escrow The agenda was published a day before this meetmg She stated that the property wasn't expected to close escrow until December however, the seller suddenly needed to close by July 31, 2006, so it became apparent that things needed to be done very quickly Mrs McLeod stated that was not her question and asked how the City Counal discusses items as if they are so protected then why are they discussing this item tomorrow at their Council meeting as a public discussion when it hasn't closed escrow yet as opposed to closed session Verna Smith asked if it was normal to put together a budget for a property before escrow closes Mr McCarthy responded that the action presented today had nothing to do with the terms and conditions of the purchase He rephrased her question by asking if she meant why isn't this budget item in closed session Mrs McLeod stated she did not have a problem not knowing the exact address but wanted to know why anybody that opens the Desert Sun can 12 G \RDA\Pa[ry Leon\Wpdocs\Housmg Commission Mmu[es 2006V-12-06 doc i Housing Commission Minutes read that and why it is not in closed session JULY 12, 2006 Mr Sullivan stated that the problem he has is the reverse of what Mrs McLeod was saying He stated that Mr Saindon pointed out that particular item in the Desert Sun that came out yesterday, and how the address was in the newspaper and felt that they are still treated as stepchildren and are not told these things He noted that it was getting a little annoying He stated that they ask these questions and keep getting told that they can't tell us because iYs being negotiated, iYs in closed session, yet the entire public sector knows the address of this property and they don't Mr McCarthy stated that the solution would have been to simply defer this action until after the escrow closed but staff was trying to be sensitive to this body's previous concerns Now, staff is being verbally chastised for doing what was asked by this Commission He noted he could not control what goes on in a City department and how they publish something, however his staff brought this now m order to be sensitive to a previous issue Mrs McLeod stated that if the Commission did not have this in their agenda packet today, Mr Saindon would have still had the newspaper and that would not have solved anything Mr McCarthy responded no because staff could have conceptually deferred this action The acceleration of this action prior to actual closing was in effort to be responsive to this body Mrs McLeod stated that no one had questioned that Mr McCarthy stated that this is a budgetary action not a real estate transaction and it has to be considered in open session and thaYs what precipitated as being picked up as part of the agenda Mrs McLeod inquired why the Council could not do a budget discussion as part of closed session Mr McCarthy responded that the Council does not approve this item as closed session, because it techrncally would not be deemed an appropriate action for closed session He stated that he could bring back the budget after close of escrow and have the Housmg Commission approve it then, but this was done as a means of being responsive to their concerns He reminded the Commission of the last time staff ran into this issue of brmging a budgetary action after the fact He further noted that now staff was being tripped by the fact that this item has to be an open session item that it gets picked up as part of it 13 G V2DA\Pa[ry Lcon\Wpdo s\Housmg CommisvonVNmute5 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Mrs McLeod asked why it seemed like a double standard and how you see something m the paper and could not understand why it would not be a closed session item but open to the general public Mrs Moore stated the stafF report is the same report as what the Commission has in its packet, with the exception of the address being in the paper This was sent out to the Commission before that address went in the paper She reiterated that the agenda was posted on Friday and she had no idea it was going to be m the paper with an address, most of the time parcel numbers are published and not street addresses She advised that this item was sent out in the packet to ensure that the Commissioners received it ahead of time If the Councd were meetmg closer to the close of escrow date then the City Council would get it after the close of escrow Mr Sullivan moved to approve this item but expressed that this issue should be brought out, stating to get departments together in this particular situation so the Commission nor staff get embarrassed again in the future He stated that if they were going to use a 30- unit apartment as an example then do it as a 30-unit apartment budding and expressed that he did not want to see an assessor's parcel number (APN) because he can look up an APN number along with all its details any time he wants Mrs Moore stated that as soon as the Council plans to negotiate on a property, the parcel number is noted in the agenda for the City Council to discuss it in closed session Mr Sullivan stated that the parcel number should be presented to them at the same time The assessors parcel number is a very public item Mrs Moore stated that it is stated on the agenda the way that it is dunng negotiations which indicates the parcel number Mr Saindon questioned what the replacement expenditures are in the budget Mrs Moore stated that this budget was indicative of a property simdar in s ze and type and what the replacement expenditures are for that property She noted that they would not know what exactly they would need to replace until they are able to go into every single unit on the property Mr Sullivan asked if this was an interim budget to get us through August 31s1 since the due diligences have not been completed 14 G \RDA\Patty Leon\WQdocsV-[ousmg Comm ss onVvlmute5 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Mrs Moore explained that this was a fiscal year budget and it was created to cover the time from acquisition to June of next year Mid-year ad ustment are conducted in December to request additional monies if necessary, depending on the conditions of the property Mr Saindon asked on the difference between replacement expenditures and capital improvements Mrs Moore described replacement expenditures to be items that already exist that need to be replaced such as fixtures on the walls, lighting, bars in the pool, etc Capital improvements are improvements on the property to make it a safe and more functional as an apartment complex Country Village was used as an example of replacement expenditures for tems that needed to be addressed nght way Mr Saindon inquired if the Commission knew what they were looking at when speakmg of capital expenditures and capital improvements and how iYs not added on the report that we need to put in a sidewalk, we need to put in lights, or we need to do this Mrs Moore stated because they did not have anything specific at this time, the budget is based on the expenence of the Authority on a similar sized property Mr Samdon questioned why we were putting money there without knowing what it will be spent on Mrs Moore reiterated that it was based on a similar experience that we had with a property of that age and size In the event there are items that need to be addressed right away this will cover the expenditure Mr Saindon requested that Mrs Moore describe the categones listed on the report Mrs Moore explamed the categories and asked the Commission if they would like a detail description line item by Ime item of the property at the next meetmg Mr Saindon stated that if they could get a breakdown that would be great After Mrs Moore provided a detail description of each category, the followmg motion was taken 15 G U2DA\Patty Leon\Wpdocs\Housmg CommissionVvtmu[es 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Action: Motion was made by Leo Sullivan and seconded by Verna Smith to approve and forward the recommendation to the Palm Desert Housing Authority to authorize approve the Fiscal Year 2006-2007 Budget for a 30-unit apartment complex and authorize the Director of Finance to appropriate funds from the unobfigated Housing Authority fund upon close of escrow. F Palm Desert Housing Authority Resolution No HA-30 and Rental Rates Janet Moore reviewed the draft staff report and explained that after actual implementation of the policy on rental rates we found a couple of exceptions, which is why it was being amended She provided detailed mformation as to the revised method of implementation and how it would allow lease renewals every 12 month for those who are additionally assisted or those who require 12-month leases Upon question of why the staff report was labeled draft, Mrs Moore stated that the report has not been finalized The attorneys have not reviewed the report yet and in the event there are changes due to legal reasons those changes will be made The report is in draft form so that we could get it to you in the event you go dark for August, as was requested at last month's meeting Mr Saindon expressed concern approving it m draft form and asked that the report be brought back in its final form for approval Discussion ensued with suggestions made to forward the recommendation to approve substantially as to form pending legal review Given that there is no urgency, Commission agreed to review the staff report in its final form Action: Motion was made by Larry Saindon and seconded by Linda Ward to table this item until its in final form. VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (July) Newsletters were reviewed by the Commission Linda Ward requested that a thank you letter be sent to Jim Angle and his wife 16 G \RDA\Patq- Leon\Wpdocs\Housmg Commissionwtmu[es 2006V-12-06 doc Housing Commission Minutes JULY 12, 2006 Addie Angle for the magnificent obs they did at our properties Mr Angle was the assistant manager at Las Serenas and Mrs Angle was the property manager at Cairfornia Vdlas Motion was made Linda Ward and seconded by Leo Sullivan approving that a letter be sent on behalf of the Housing Commission B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was prowded to the Commission for review James Conway stated that 14 new applicants were recently assigned to Rancho Housing Alliance They are currentiy conducting inspections and work write-ups Discussion ensued with the application process and how the loan amounts are determmed Janet Moore stated that the gwdelines of the Program are being revised in terms of the funding limits available to applicants She explained how the current maximum loan amounts are insu cient for the desired or in some cases necessary work repairs requested by the homeowners A proposed amendment to the guidelines will be provided to the Commission for review once completed Larry Samdon requested a concise home improvement regulation and a recommendation of maximum grants and what the government states we could do Janet Moore stated that the Home Improvement Program is not a Federal Program but a City program however when we use Community Development Block Grant (CDBG) money the only requirement by them is that there is a bidding process in the event the grant exceeds $100,000 She noted that our own bidding requirements are formal bids for any type of work over $25,000, so we are more stringent than CDBG Bryce White adwsed on the precaution of paying prevailing wage if determmed substantial rehabilitation, which is usually considered at 25% of the total Justin McCarthy informed the Commission of several considerations that will assist in determirnng the funding amount towards this policy 1) Avoid paying prevailing wage, which does not benefit the homeowner, and 2) Staymg withm the bidding structure so we don't create more work for the homeowner In addition to CDBG funds and the accurate amount to allocate towards this use since those funds are also utdized m a vanety of different ways 17 G U2DA\Pa[ry Leon\Wpdocs\Hous ng CommissionVv]mures 2006V-12-06 doc Housing Commission Minutes C PALM VILLAGE APARTMENTS JULY 12, 2006 An update on Palm Village Apartments was provided to the Commission as well as updated pictures of the construction phase A newspaper article regarding the solar panels was also provided for review as well as an update m a memo by Missy Wightman Bryce White reviewed the summary provided to the Commission with regard to time frames and events surrounding the construction of Palm Village apartments in addition to a chronology of the design, approvals and construction. D CATALINA GARDENS COMMUNITY ROOM An update and pictures of the Community Room were provided to the Commission for review A copy of the Community Center Rules and Conditions of Use was provided to the Commission as informationai Janet Moore reviewed the proposed policy for the application of use of the community room and established policies The policy reflects a pnority given to Catalina Community Apartment leasing office activities or meetings The community room wdl be open Monday through Friday from 8 00 a m to 5 00 p m and will be attended by a staff member Discussion followed whether security should be required if the facility exceeded its maximum capaaty and the types of functions allowed Given that an RPM staff member will be on site during its operation to ensure renters comply with the policy, security was determmed to be unnecessary at this time Lmda Ward requested that the amount of the cleaning deposit be raised Mrs Moore commented that the original proposed amount was lower and that was the standard gomg rate for cleanmg services It was noted that the City's Risk Manager had reviewed the policy in terms of insurance requirements and fees and was acceptable It was explained that the pol cy will be forvuarded to the City Councd as an action item but is bemg presented to the Commission for informational purposes Bryce White reviewed the update provided G \RDA\Patry Lcon\Wpdocs\Housmg Comm svonVNmu[e5 2006V-12-06 doc L. _ Housing Commission Minutes JULY 12, 2006 Mr Sullroan expressed concern with regard to the bid requirements in place and stated that this is a discussion they should have at another meeting since it was too late now, but felt that this lowest bid thmg did not make sense at all in this world today He stated that the contractor is $600,000 short, $500,000 lower than the next highest bid and felt that we would have probably been done if we had chosen the higher bid He does not agree with the lowest bidder rule and wants further discussion on this E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Villas Dave Yrigoyen stated that construction for the single-family homes is progressing With regard to the application process, he reported out of the 1000 applications distributed, 140 were received and are currently in the review process Pictures will be provided at the next meeting Regarding La Rocca Villas, Dave Yngoyen reported that construction has started with the foundation complete The developer was asked to build a prototype of a single unit to ensure everythmg requested was incorporated At this time, Janet Moore extended an apology for Mr McCarthy's excusing himself from the meeting as he is acting City Manager and must attend to a city function scheduled at this time She informed the commission of an unfortunate incident that took place recently at One Quad Place, in the event it is published in the newspaper she wanted them to be aware of it This matter is being handled by the police department but explained that there was a stabbing at the complex It was between a resident and his visitor F Estonia Protocol Janet Moore reported that staff is continuing their efforts to reduce energy within the Housmg Authority properties As information purposes, Dave Yngoyen reported that the Redevelopment Agency is conducting an analysis of all the housmg revenues with regard to the 20% set aside portion in order to issue a housing bond to fund the ma ority of the pro ects currently on the books 19 G V2DA\Pat[y Leon\Wpdocs\Housmg CommissionUAmuces 2006V-12-06 doc L Housing Commission Minutes IX. ADJOURNMENT JULY 12, 2006 Leo Sullivan questioned if the Housmg Commission had a schedule for next month, to which Vice-Chair Carrie McLeod responded no Mr Sullivan roceeded to motion that the Housmg Commission have a meeting on August 9` as opposed to going dark as previously discussed Verna Smith seconded the motion With members of the Housing Commission concurrence, Vice-Chairman Carrie McLeod ad ourned the meeting at 5 42 p m The next meeting will be held on August 9, 2006. PATTY LEON, RECORDING SECRETARY 20 G \RDA\Patty Leon\Wpdocs lousmg Commissmnwlmutes 2006V-I2-06 doc FROM PATTY LEON, RECORDING SECRETARY PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK DATE SUBJECT JULY 13, 2006 HOUSING COMMISSION MINUTES Attached are the Housmg Commission Meetmg Mmutes of June 14, 2006, approved at the Housing Commission Meeting held July 12, 2006 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director L J 17``'SY HOUSG AUTH ON 'a'Cp VERIFIED BY. LoG Original on file with City erk's Office v OC CITY OF PALM DESERT HOUSING COMMISSION MINUTES JUNE 14, 2006 CALL TO ORDER Vice- Chairman Carne McLeod convened the meeting at 3 30 p m II. ROLL CALL Present Members Absent Carrie McLeod Larry Saindon Leo Sullivan Linda Ward Also Present Jane Turner Carlos Ortega, Executive Director Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director of Redevelopment and Housing Janet Moore, Housing Authonty Administrator James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Bryce White, Senior Construction Contract Admmistrator Patty Leon, Recording Secretary Guest s Jim Ferguson, Mayor Laune Aylaian, Redevelopment Manager Missy Wightman, Pro ect Coordinator Teresa Vakili, RPM Company Verna Smith, Potential Housing Commissioner Reuel Young, Interactive Design III. ORAL COMMUNICATIONS Carrie McLeod reported on the Housing Sub-Committee meetmg that met earlier that day at 2 00 p m to discuss the photovoltaic panels for Palm Vdlage Apartments and One Quad Place signage A request was made to add both Housing Commission Minutes JUNE 14, 2006 items under New Business to accommodate actions reqwred by the Commission The followmg motion was made Motion was made by Larry Saindon and seconded by Linda Ward to add the Palm Village Apartments carport photovoltaic panels and the One Quail Place signage under New Business. IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of May 10, 2006 With a Motion made by Larry Saindon and seconded by Leo Sullivan the minutes were unanimously approved. Leo Sullivan referenced the mmutes on page 2 and asked as to the status of the Commission's concerns m terms of the Council's response Justin McCarthy stated that he had forwarded the concerns to the City Manager who indicated they were indeed forwarded to the City Council, however, he had not received a response yet V. REPORTS AND REMARKS A COMMISSION REPORTS B RPM MONTHLY STATUS REPORTS The Monthly Status Report for May was reviewed by the Commission Janet Moore asked the Commission if the Monthly Occupancy Status Report that shows the total number of units either vacant, occupied, down and/or pending, was useful All commissioners agreed it is very helpful Linda Ward referenced California Villas' Total Traffic and asked on the status of the seven mqwnes Teresa Vakili responded that the applications recewed from those mterested applicants were considered incomplete It was noted that due to the renovation pro ect, units are not bemg leased at this time, but are acceptmg applications to be placed on the wait list 2 L G \RDA\Patty Leon\Wpdocs\Housmg Comm ssionUAmutes 2006V-14-06 doc Housing Commission Minutes C JUNE 14, 2006 MONTHLY OCCUPANCY AND AVERAGE RENT Report # 1 for Apnl was reviewed by the Commission 0 C REPORT #1 STATEMENT Janet Moore stated that the report will eventually reflect the increase in rents based on the rent policy effective July 1, 2006 REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for March was reviewed by the Commission Larry Saindon asked about the percentages of income levels not shown on the report Janet Moore stated that those income levels, if exceeded, are considered on the ne category listed on the report She explamed that current policy states that if a famdy is at the 26% mcome level, it is automatically moved up to the next category However, as part of the new rent policy, it w ll establish a more even spread of 5% categories, 20 to 25%, 26 to 30%, etc Upon question of Country Village's occupancy, Janet Moore stated that the property is currently not leasing unoccupied units and existmg leases are recertified as month to month She also stated that Mr Reuel Young with Interactive Design was present to provide information with regard to the evaluations done on the site HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housmg Authonty properties was provided to the Commission James Conway summarized the update, clarifying that the gnnding of sidewalks at Las Serenas were at the expansion oints A memo was provided by Missy Wightman regarding One Quail Place signage Carne McLeod portfolios from Calendar Girls portfolios stated that the sub-committee reviewed five different five different companies and it was determined that was the best qualified based on presentations and 3 G VtDA\Patty Leon\Wpdocs\Housmg Comm ssionVNmu[es 2006V-14-06 doc Housing Commission Minutes JUNE 14, 2006 Larry Saindon also commented that in attendance was Ryan Stendell, Assistant Planner with the Planning Department, who explained what the Plannmg Department would approve and not approve He further noted that they had discussed the logistics of using a local company Of the two local companies, Calendar Girls gave the best presentation Janet Moore stated that under New Business a request will be made to authorize to negotiate with Calendar Girls and forward the recommendation to the Housing Authonty Board Subsequent to approval, the sub-committee will meet again and review the solicited designs and costs Discussion ensued on whether the City of Palm Desert had established a standard signage design made out of stone material, as seen throughout Palm Desert It was explamed that although the stone design is very common it has not been established as a standard signage for Palm Desert F Country Village Apartments Presentation by Interactive Design Corporation Mr Reuel Young provided a detailed descnption of the overall site and conditions of Country Vdlage Apartments He displayed a rendenng of the existmg layout as well as a yield study layout He descnbed the property to be a desirable location with quick access to nearby shopping centers and transitional transportation The site and building characteristics were described to be in poor condition Having described the conditions in great detad, Mr Young discussed bnefly the cost of rehab versus rebuilding The yield study was illustrated using the entire site to accommodate approximately 100 units consisting of studios and one-bedroom units A two-story budding was depicted along the walkway of a tree street pattern with a three-story buildmg in the middle section of the property Parking was descnbed as being a low ratio of one and a half to a unit vs the standard two and a half Mr Young stated that the parking demand in affordable housing of any kind is substantially less than standard It was explained by staff that a parking survey was conducted at the Housing Authority properties and determmed that in some cases the ratio is less than one Bryce White also mentioned that the Palm Village Apartments received approval of a parking yield of one and a half It was noted that Casey's Restaurant has a long-term lease 0 G U2DA\Pa[ty Leon\Wpdocs\Housmg CommissionVNmu[es 2006V-14-06 doc Housing Commission Minutes JUNE 14, 2006 Discussion followed regarding the construction of Country Vdlage as a multi-family or senior complex, which will be determined once the property is bemg designed It was reiterated that this review was to identify the condition of the property and to determine the parcel's yield VI. NEW BUSINESS A Palm Desert Housing Authority Vendor List Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward a recommendation to the Palm Desert Housing Authority to authorize the use of vendors on the attached Palm Desert Housing Authority Vendor List for the purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority properties pursuant to Section 3.32.110 of the Palm Desert Municipal Code. A revised vendor list was distributed to the Commission Janet Moore stated that subsequent to mailing the Agenda, staff included additional vendors to include environmental services that will be coordinated through the City's Risk Manager Upon question of the number of properties patrolled by the courtesy security patrol, the response was four Janet Moore explained that currently there is one secunty company on contract but have expenenced situations where there are immediate needs, Country Vdlage was used as an example RPM Company was asked to survey several companies and mclude on the vendor list At this time, Ferguson who concerns. Vice-Chair Carrie McLeod introduced Mayor Jim was present to address the Commission of their Mayor Ferguson stated that the Councd received a copy of the memo provided from Justm McCarthy to Carlos Ortega containing the minutes of the March 8 h Housing Commission meetmg, with a caveat that the Commission felt the Councilmembers were not monitoring the minutes nor what they were doing He stated that the Councd asked him to meet with the Commission today to advise that they do appreciate the Commission's input tremendously as well as read the mmutes and comments even if they're referred by staff He mentioned that in light of the recent resignation of Roger Dash and then receiving this memo, he wanted to 5 G \ADA\Patty Leon\WpdocsUiousmg CommissionVvlmu[es 2006Vd4-O6 doc Housing Commission Minutes JUNE 14, 2006 come personally and thank the Commission for all they do Secondly, he explained that the Council does take a vital interest in housing for several reasons but more importantly legal and moral reasons He explained how the Council is responsible for the production of affordable housing based on a stipulation, and has to ensure that Housing's 20% money is spent in a timely manner or iYs lost The Council also has to act in response to different Laws and requirements m order to move forward with our Housing He mentioned that some of the comments from the Housmg Commission indicate or imply that the Councd is not moving fast enough He asked to hear directly from the members of the Housmg Commission on what their concerns were so that he can relay them back to the Council He felt it was important to dialogue not ust monologue, stating he was present to listen to the Commission, as the Council is concerned with this matter Leo Sullivan stated that he was the first one to bring this matter to staff He mentioned that he has been a member of this Commission for more than 7 years and felt that m the last several years he has seen a slow down in the approval process, pnmanly Palm Vdlage Apartments He indicated that the pro ect has been here for four years, which is far too long to get through the approval process He stated that Palm Village has come to the Commission on several occasions with the explanation that it had to go through the Planrnng Department or Building Department in order to move forward He felt that those departments are putting up stumbling blocks m front of them and commented that we are a community withm City Hall and would like to see that we are working together He noted he was speaking on his behalf and not on behalf of the Commission He also stated that he did not know why Housmg is being treated differently and that the Commission had discussed doing a fast track basis in order to expedite the process of approving pro ects He questioned what the solutions might be and how we can get them done He further mentioned that the Commissioners are merely volunteers to help the City establish these units for low and moderate housing and felt that they are not moving very quickly He indicated that properties are being purchased but again felt that they not moving very qwckly He emphasized to Mayor Ferguson, under the direction of the Council, to stress to the balance of the departments that we should fast track these items, but not necessanly make exceptions Mayor Ferguson mformed the Commission that he wdl meet with Carlos Ortega and review the Commission's comments more carefully and thoughtfully and provide some meaningful thoughts back to the Commission at the next meeting He mformed the Commission on some of the frustrations the Councd is havmg with regard to their own City pro ects He stated that he is aware that staff has a lot of work and how the Council C G RDA\Pa[ty Leon\WpdocsViousng CommissionVNmu[es 2006V-14-06 doc Housing Commission Minutes JUNE 14, 2006 has routinely turned down new position requests, which creates more work for our existmg staff He expressed that he understood that staff is the buffer between what the Councd wants in terms of policy and what can actually be done, and often times staff gets compressed in the middle He provided an explanation that the Councd may decide and has, to acquire dilapidated properties, but it does not mean the Council is in any position to rehabilitate them at that point, for reasons of budget Once a property is evaluated often times there are hazard conditions that need immediate attention, which creates hiring another contractor to fix them He noted that those unexpected situations will happen, and while he could elaborate on the inefficienaes of government the Council tries their best to minimize them Mr Sullivan stated the reason why the Commission asked that their concerns be submitted to the Council as an agenda item. He noted how we all have a committee and commission that we volunteer outside of this scenario that do not necessarily work under the bureaucratic process and will often times thumb through the minutes and will not see something of importance He noted that there are concerns that we are not moving forward He indicated that staff was not brought to task for this, and that they are not attacking staff at all, but that the Commissioners are really concerned with regard to the approval process within city hall Mayor Ferguson replied that he was not sure he viewed this as an attack on anybody other than to say the Councd could do a better ob, stating that if they can they will He stated he was not trying to take staff out of this because they truly are m the middle IYs the Council that dictates the pace and the policy of what they do He expressed that housing is a very big pnonty for the Councd, its one that they take a lot of pride in He further noted that it took the Council a little bit back that the Commission thought they weren't doing it fast enough He further noted that the Council wdl take a hard look at this and get back to the Commission Mr Sullroan stated that there are two members from this Commission that work m housmg in one way or another and, as stated in the minutes of March 8th, this whole group would be fired if they moved at this pace outside m the real world Carrie McLeod stated that the comment she made at that particular meeting was to place or pnoritize city pro ects over the public sector, giving an example such as the Wal-Mart pro ect before housmg busmess Mayor Ferguson stated that the City does not have the staff to divert to a pro ect of that scale such as Wal-Mart A pro ect of that size usually 7 G U2DA\Patty Leon\Wpdocs\Housing Commissmn\Mmutes 2006V-14-06 doc Housing Commission Minutes JUNE 14, 2006 creates a need to contract with private contractors that will do nothing but their pro ect He added that when you see pro ects that seem to fast track its way through, iYs because the developers actually paid for those resources in getting them done He stated that this was the short answer and that the long answer would have to wait for the next meeting He further noted he wanted to meet with Janet Moore, Carlos Ortega and the Mayor Pro-Temp to get better information for the Commission to understand where we are in all our housing pro ects, what is anticipated, and a completion schedule Mayor Ferguson clanfied acquisition that the Council does after authorizing the acquisition of ddapidated properties that are indeed unoccupied He prowded an example of a great opporturnty nght next to the Josyln Senior Center of a parcel of land that was purchased at the nght time of the market for future construction Being that they budget out five to ten years out on capital improvement pro ects, that pro ect was not programmed in the next five years He stated that although it might seem like they acquire properties and sit on them, iYs because they are working on other thmgs that are in front of them Larry Saindon reverted back to the discussion of public sector pro ects versus Housing/City pro ects that are gomg through the Planning Commission for approval, and questioned if there was some housing regulation involved that stipulates that housing and/or city pro ects can be moved up Maybe not first but to the second or third instead of saying this pro ect came m last and we'll work on t after all these other pro ects have been worked on Mayor Ferguson replied he did not know that it's that lineal and stated they do work on multiple pro ects at one time He stated that whether iYs a Redevelopment, City, Housmg or pnvate residential development they try to afford them all in the same sense of pnority He further stated that everybody gets treated equally, and he understands why they may be frustrated at the length of the process He noted that while he may have expected a faster pace, he has been involved m a pro ect for ten years and it is ust now coming to frwtion. Mayor Ferguson apologized for interruptmg the meeting and stated he wanted to get the chance to talk to the Commission He adwsed that he will get back to them at the next meeting, after they have had a chance to review their concerns He thanked the Commission and expressed that there are a lot of committees and commissions and iYs always refreshing to see one, and not that they don't take their ob seriously, but seriously enough to say there's a problem and you Council need to take a look at it 7 G UtDA\Pa[ty Leon\Wpdocs\Housmg Comm ss onwtinu[es 2006V-14-06 doc Housing Commission Minutes JUNE 14, 2006 B RPM Company Contract Actio Motion was made by Leo Sullivan and seconded by Larry Saindon to approve and forward a recommendation to the Palm Desert Housing Authority to ratify the City Manager's approval of contract for property management services by and between Ray, Douglas, Ann, and Patrick Inc. a.k.a. RPM Company for Country Village Apartments Pursuant to the previous motion made to add two items under New Business, the following items were added C One Quad Place Signage Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward a recommendation to the Palm Desert Housing Authority to negotiate with Calendar Girls on the signage for One Quail Place Apartments. D Pa1m Village Apartments Photovoltaic Panels Action Motion was made by Leo Sullivan and seconded by Larry Saindon to approve and forward a recommendation to the Palm Desert Housing Authority to negotiate with SunWise Technology and GenSelf Corporation for the design and construction of a solar photovoltaic carport system at the Palm Desert Village Apartments. Missy Wightman stated that the pro ect received authorization to go out to bid in Apnl Seven bid packets were distnbuted of which no bids were received on the day of b d opernng of May 24, 2006 Staff contacted several of the companies that picked up bid packets and found that most of these companies were either too busy and/or had insu cient time to prepare a bid proposal Staff asked the seven contractors to submit designs with evaluations for consideration of which two packets were received Of both proposals, one provided a detail proposal as well as met the criteria in terms of the layout of the site and cost Carrie McLeod also noted that the pro ect will receive a rebate from the State of California Janet Moore reported that the property has 36 units of which 9 units will have solar power to them Those nine units will pay what rent calculates to without the utility allowance The City will pay the cost for utilities G] G V2DA\Pa[ry Leon\Wpdocs\Housmg Comm ssian Mmu[es 2006\7-14-06 dac Housing Commission Minutes JUNE 14, 2006 Upon question of the length of time to repay itself, Bryce White stated that based on market conditions approximately 17 years with the rebates The over all reduction in energy use is said to be 30% Janet Moore stated that this pro ect is in con unction with the Estonia Protocol to take power off the gnd and not so much the cost of how we do it All properties are being assessed to incorporate energy efficiencies With regard to the benefit for incorporating solar panels, Bryce White stated that as part of the new energy program, negotiations are in place with the Public Utilities Commission (PUC) and other vanous utdity companies to provide fundmg The primary impact will be through rebates, but also the fact that the City is doing something positroe for California m terms of reducmg energy as required by Title 24 Justin McCarthy stated that one thing to consider is Palm Desert is playing a pathfinder role The Department of Energy Conservation is workmg with the PUC and ma or utdities to help evolve a program that can be applicable statewide He noted that although we may not have good answers m terms of a return on mvestment, but the fact is the City is playmg a ma or role in reducing energy Carlos Ortega stated that if this particular pro ect were in the pnvate sector, where the landlord is making this decision, the pay-back would not be there The City has goals that they want to reach in terms of a matter of policy VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (June) Newsletters were reviewed by the Commission At this time, Leo Sullivan addressed Carlos Ortega and asked if the City Council can fast track the appointment of Verna Smith as a member of the Housing Commission Before Jane Turner was appointed she attended the Housing Commission meetings for approximately nine months, as part of the application process Mr Ortega responded that the Councd directly controls the appointments of Committee and Commission members, but will convey the Commission's request to the Counal 10 G \RDA\PaHy Leon\Wpdocs\Housmg Comm ssmn N(mu[es 2006V-14-06 doc Housing Commission Minutes JUNE 14, 2006 B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review C PALM VILLAGE APARTMENTS An update on Palm Vdlage Apartments was provided to the Commission for review as well as pictures Linda Ward commended Bryce White for his hard work in the pro ect D CATALINA GARDENS COMMUNITY ROOM An update and pictures of the Commurnty Room were provided to the Commission for review E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Villas An update of the 20-Acre Site pro ects was provided in a memo by Cathy Walker to which Dave Yrigoyen reviewed Dave Yrigoyen reported both pro ects are movmg forward Janet Moore stated that the developer for Falcon Crest had three mformational meetings, a combined total of approximately 600 people attended Open registration penod commenced Saturday moming at 10 00 a m with approximately 50 people in line The applicants were not allowed to assemble on the property for any more than an hour ahead of time or their application would be denied They took in approximately 98 applications on Saturday and started again on Tuesday, which showed there is an interest in the pro ect There were 1000 packets that were distributed and so far 98 have been received Discussion followed with a concern regarding the sales price of the homes at Falcon Crest and how it can effect nearby residents It was explamed that Desert Rose has had minimal effect as far as evaluations, but when there is a concern, appraisers are mformed of the restrictions of the properties to omit those pnces from their portfolios when domg anafysis of comparables Janet Moore also reported that Desert Rose paint pro ect has been completed 11 G 1RDA\Patty Leon\WpdocsWousmg CommissionVvlmutc5 2006p-14-06 doc Housing Commission Minutes JUNE 14, 2006 and encouraged Commissioners to drive-by to see the difference in appearance F Estonia Protocol G 2006 Summer Schedule for City Councd Meetings As informational, the City Council meetings schedule was provided to the Housing Commission Discussion ensued on whether to cancel the August meeting due to lack of Agenda items of which the Commission agreed to discuss it at the next meetmg in July IX. ADJOURNMENT With members of the Housing Commission concurrence, Vice- Chairman Carrie McLeod ad ourned the meeting at 5 12 p m The next meeting wdl be held on uly 12, 2006. , % l:l lJ l (i PATTY LEON, F ECORDING SECRETARY 12 G V2DA\Patry Leon\Wpdocs\Housmg Commission Mmutes 2006V-14-06 doc PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY(/ \ 1 V DATE SUBJECT JUNE 15, 2006 HOUSING COMMISSION MINUTES Attached are the Housing Commission Meetmg Minutes of May 10, 2006, approved at the Housing Commission Meeting held June 14, 2006 Please submit to the Housmg Authority Board Thankyou cc Carlos L Ortega, Executive Director Y HOUSG AUTH ON ' J 'P , i L VERIFIED BY ` ' Onginal on file with City Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES MAY 10, 2006 I. CALL TO ORDER Chairman Jane Turner convened the meetmg at 3 30 p m II. ROLL CALL Present Carne McLeod Larry Samdon Leo Sullroan Jane Turner Also Present Members Absent Linda Ward Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of Redevelopment and Housmg Janet Moore, Housing Authonty Administrator James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Bryce White, Sernor Construction Contract Administrator Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Company Verna Smith, Potential Housmg Commissioner III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A MINUTES of the Regular Housmg Commission meeting of April 12, 2006 With a Motion made by Larry Saindon and seconded by Leo Sullivan the minutes were unanimously approved. Housing Commission Minutes MAY 10, 2006 Larry Saindon referenced the minutes on page 2 and asked whether the Commission's concerns were forwarded to the City Councd as previously asked by Leo Sullivan Justm McCarthy stated that he had met with Carlos Ortega and conveyed that the Commission's concerns be forvvarded to the City Councd He noted he would ask Mr Ortega as to the status Leo Sullivan stated he had reviewed the City Council's agenda for the meeting of May 11th and was not listed as an item for discussion He stated that the Commission is concerned with this and had specifically asked that this be presented to the City Council and not necessarily to the City Manager and so far it had not been done Mr McCarthy asked Mr Sullivan if he was referring to the minutes that were forwarded to the City Council for review and approval at its next Councd meeting to which Mr Sullivan replied he was referring to the specific concerns of the Commission Mr McCarthy asked if the Commission expected that a staff report would be prepared for the City Councd highlightmg the Commission's concerns or was forwarding the minutes, as we normally do to the City Council, which reflects those concerns, satisfactory Mr Sullivan mdicated he was aware that the Council reviews the minutes but felt that since he also reviews minutes iYs possible that they can be overlooked He stated that the Commission had asked that those concerns expressed at the meeting be brought to the Councd's attention and not necessarily as an agenda item or paper route Mr McCarthy reiterated that a memo highlighting the Commission's concerns along with a copy of the minutes were forwarded to the City Manager with a recommendation that they be forwarded to the City Council He stated he would refer back to the City Manager and explam the Commission's request V. REPORTS AND REMARKS A COMMISSION REPORTS B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS 2 G RDA Patty Leon\WpdocsViousmg CommissonVvlmures 2006\Sd0-06 doc Housing Commission Minutes C7 E F MAY 10, 2006 An update was provided to the Housmg Commission for review RPM MONTHLY STATUS REPORTS The Monthly Status Report for April was reviewed by the Commission REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for March was reviewed by the Commission REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for March was reviewed by the Commission HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the Commission James Conway summarized the update and distributed pictures of the pro ects currently in progress at the properties Taos Palms painting pro ect, Laguna Palms underground pro ect, and Califorma Vdlas renovation pro ect which has been contracted to Portrait Homes Upon question regardmg the vacant lot ad acent to Laguna Palms, Janet Moore stated that several offers have been made to the property owner wifh regard to purchasing the land of which the property owner has shown no mterest in selling Justm McCarthy stated that the rehabditation pro ect at Laguna Palms has been a learning experience both organizationally as well as institutionally After engagmg the City's Risk Manager, it was recommended that in order to avoid impacting the current tenants during the renovation pro ect, the tenants would have to be relocated to avoid exposing them of any noxious materials dunng the renovation process Suggestions made were to relocate them to either Palm Village Apartments and/or available units withm our properties Teresa Vakili reported seven units are currently occupied at Laguna Palms G \RDA\Patty Leon\WpdocsU-lousing Comm ssionwlmu[e5 2006\5-10-06 doc Housing Commission Minutes VI. NEW BUSINESS VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (May) Newsletters were reviewed by the Commission B AGENCY HOME IMPROVEMENT PROGRAM UPDATE MAY 10, 2006 An update on the Home Improvement Program was provided to the Commission for review As requested at the last meeting, James Conway stated that the report was updated to show the current costs disbursed He reported that Rancho Housing Alliance has provided a fully executed contract and is ready to proceed C PALM VILLAGE APARTMENTS An update on Palm Vdlage Apartments was provided to the Commission for review as well as pictures Bryce White provided a bnef overview of the di culties surrounding the construction of the pro ect He stated that the contractor recently contracted out its operations due to a terminal dlness of one the partners and the other partners are said to have left the firm It was reported that the company has had financial difficulties paymg their subcontractors, initiating oint payments to the contractor and subcontractors, which created additional administration on our behalf The pro ect has had three pro ect managers, three superintendents at the site and has gone through five subcontractor changes due to negligence of performance Additionally, the plans have been modified in all aspects of the pro ect Mr McCarthy added that this is unfortunately a common expenence throughout the industry in terms of performances by contractors He stated that Bryce White is staying on top of things fairly well and movmg things forward as good as he can At this time, Leo Sullroan excused himself from the meeting CJ G UZDANatty Leon\WpdocsWousmg Comm ss onVdmutes 2006\5-10-06 doc i Housing Commission Minutes D CATALINA GARDENS COMMUNITY ROOM MAY 10, 2006 An update and pictures of the Community Room were provided to the Commission for review Bryce White reported that although the pro ect has had difficulties with the contractor the construction is proceeding forward with the assistance from our construction litigation team E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Villas An update of the 20-Acre Site pro ects was provided in a memo by Cathy Walker to which Dave Yrigoyen reviewed Dave Yngoyen stated that Falcon Crest Groundbreaking Ceremony that took place on May 5 h was well attended and organized Janet Moore stated that Falcon Crest has had a lot of mterest Brochures are located at both reception counters at City Hall Applicants are encouraged to attend one of the three informational meetings scheduled on May 30th at Desert Spnngs Marnott and June 1s1 and 7 h at the Palm Desert City Council Chambers, ap lications wdl be available at the meetings Registration penod begins June 10 h and wdl be open for 60 days A point system will determine the applicanYs minimum eligibility for the first 60 days A maximum of 15 pomts are possible The point system was explained in detail Discussion ensued with the description of a First Time Homebuyer provided by CalHome as part of the Begin Program financing In regard to La Rocca Vdlas senior complex, Janet Moore stated that the units wdl be rentals Applicants on the current wait lists at our senior properties have been notified based on the income levels that will occupy that property Carrie McLeod inquired on the parking issue between Falcon Crest and Hovley Gardens Janet Moore stated that staff addressed the developer of Hovley Gardens Apartments, and he felt that because it is a public street there was not a problem Ms Moore stated that the developer also indicated he would notify tenants of the parking regulations set forth for the property 5 G \RDA\Patty Leon\Wpdocs\Housmg Commission\Mmutes 2006\5-10-06 doc Housing Commission Minutes F Estonia Protocol MAY 10, 2006 Janet Moore stated that a meetmg has been scheduled to discuss a program similar to the Home Improvement Program regarding loans to businesses and/or individuals interested in implementing energy e ciencies m their businesses or homes As informational purposes Justin McCarthy provided a brief update on Country Vdlage Apartments As part of the plannmg phases to bwlt out the north sphere, there has been an evaluation from the Fire Department with regard to where fire stations need to be located and the need of a paramedic station in the Washington Street area Staff was asked to consider mtegrating a paramedic station m the rehabilitation pro ect of Country Village As previously stated at the last meetmg, Janet Moore reported that staff is continuing their efforts to negotiate a property that is at nsk If successful, the acqwsition is expected to take place untd the first of next year IX. ADJOURNMENT With members of the Housing Commission concurrence, Chairman Jane Turner urned the meetm at 4 37 p m The next meeting wdl be held on June 7, 2006. a a PATTY LEON,IRECORDING SECRETARY G UtDA\Palty Leon\Wpdocs\Housmg Commission\Mmutes 2006\5-10-06 doc 3-0 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY DATE MAY 12, 2Q06 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of Apnl 12, 2006, approved at the Housing Commission Meeting held May 10, 2006 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director U BY HOUSG AUTH N .s-a5 a VERIFIED BY: Original on file with City Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES APRIL 12, 2006 I. CALL TO ORDER Chairman Jane Turner convened the meeting at 3 30 p m II. ROLL CALL Present Carne McLeod Larry Saindon Leo Sullivan Jane Turner Also Present Members Absent Linda Ward Carlos Ortega, Executive Director Justin McCarthy, ACM for Redevelopment Janet Moore, Housmg Authority Administrator James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Bryce White, Senior Construction Contract Admirnstrator Patty Leon, Recording Secretary Guest s Veronica Tapia, Redevelopment Accountant Missy Wightman, Pro ect Coordmator III. ORAL COMMUNICATIONS Janet Moore mtroduced Veronica Tapia and Missy Wightman to the Commission Jessica Gonzales was introduced to Commissioners not present during her initial introduction Housing Commission Minutes fPl I_1 With a Motion made by Larry Saindon and seconded by Leo Sullivan the minutes were unanimously approved. CONSENT CALENDAR APRIL 12, 2006 MINUTES of the Regular Housmg Commission meeting of March 8, 2006 REPORTS AND REMARKS COMMISSION REPORTS B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review Leo Sullroan asked if the Commission's concerns discussed at the last meeting were forwarded to the Councd Janet Moore stated that a memo along with the mmutes were forwarded to the City Manager Justin McCarthy also stated that he had met with Carlos Ortega and expressed the Commission's request C RPM MONTHLY STATUS REPORTS The Monthly Status Report for March was reviewed by the Commission 0 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for February was rewewed by the Commission E REPORT #2 - MONTHLY NET OPERATING iNCOME STATEMENT Report #2 for February was rewewed by the Commission F G V2DA\Patty Leon\Wpdocs\Housmg Comm sswnU4mutes@00643-12•06 doc Housing Commission Minutes APRIL 12, 2006 F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the Commission James Conway summanzed the update and distnbuted pictures of the followmg pro ects currently in progress at the properties One Quad Place damaged unit caused by a fire, before and after pictures of the carports at One Quail Place, Neighbors Apartments pamting pro ect, and Laguna Palms underground pro ect VI. NEW BUSINESS A Palm Vdlage Apartments Carports and Photovoltaic Solar Arrays Action Motion was made by Carrie McLeod and seconded by Larry Saindon to approve and forward a recommendation to the Palm Desert Housing Authority to authorize the solicitation of proposals for the designlbuild of new carport structures and photovoltaic solar arrays in the Palm Village Apartments. Missy Wightman reviewed the staff report, stating that the request is to solicit proposals for a design of the carport structures to include photovoltaic solar arrays in order to reduce energy Rebates wdl be avadable from the California Energy Commission Mr Sullivan questioned whether photovoltaic panels are financially feasible to mcorporate at the other properties Janet Moore stated that the overall plan to reduce energy as part of the Estorna Protocol pro ect is to implement either solar panels or other energy efficiency ideas to the properties Preliminary suggestions have been submitted to the Energy Management Department Mr Conway mdicated that the Palm Village Apartments wdl be monitored in terms of the effectiveness of energy savings to determme if it would be appropnate for the other properties Groen the high cost to mstall the photovoltaic panels, Bryce White stated that only rnne urnts are being considered at this time, however, the mfrastructure is designed for future installation to the other units dependmg on costs 3 G V2DA\Patty Leon\Wpdocs\Housmg Comm ss onVvlmuces 2006 4-12-06 doc Housing Commission Minutes APRIL 12, 2006 Janet Moore asked members of the Housmg Commission for volunteers interested m participating in the design selection of the solar panels of which both Jane Turner and Larry Saindon volunteered f:? One Quad Place Monument Signs Action Motion was made by Leo Sullivan and seconded by Larry Saindon to approve and forward a recommendation to the Palm Desert Housing Authority to authorize the solicitation of proposals for the design/build of new monument signs at One Quail Place in an amount not-to-exceed $50,000. Ms Wightman mformed the Commission of the need for new signage groen that the current signage is inadequate and weather damaged Janet Moore asked Jane participate in the design which both said yes Turner and Larry Saindon if they would like to selection of new monument signs as well, to C RPM Company Fee Increase Janet Moore reviewed the staff report stating that as a result of the housing tour, annual tenants' survey and the special audit conducted in March of 2005, RPM Company contmues to meet the Agency's goals and maintain the properties in good condition The ratification of a$1 00 per door will be effective July 15 for the duration of the contract Upon question of the current market rates per door compared to other properties, Janet Moore stated that they are any where from $35 to $38 a door for similar services n Action Motion was made Carrie McLeod and seconded by Leo Sullivan to approve and forward a recommendation to the Palm Desert Housing Authority to ratify an adjustment to the management fee pursuant to the agreement for management services by and between the Palm Desert Housing Authority and Ray, Douglas, Ann, and Patrick, Inc. a.ka. RPM Company from $32 to $33 per door. G U2DA\Patty Leon\WpdocsViousmg Comm ss onVvlmutes 2006 4-12-06 doc i Housing Commission Minutes D 2006-2007 Housmg Authonty Budget APRIL 12, 2006 Action Motion was made Leo Sullivan and seconded by Carrie McLeod to approve and forward a recommendation to the Financial Director to include the 2006-2007 Palm Desert Housing Authority Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Finance Plan for 2006-2007 to be presented to the Housing Authority Board for approval at a future meeting. Janet Moore reviewed the memo and the budget provided to the Commission Mr Sullroan questioned the reduct on in Contracted Serwces compared to last year Janet Moore explained that Contracted Services include renovation preparation such as electncal repairs but is expected to go down since California Villas renovation pro ect is expected to be completed within a year Clanfication was made to Country Vdlage Apartments Total Rental Income Janet Moore stated that the tenants at Country Vdlage currently pay market rates but through attntion wdl qualify onto the program VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (APRIL) Newsletters were rev ewed by the Commission B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review A request was made by Leo Sullivan to include the approved amounts of each applicant on the report Janet Moore reported that Rancho Housing Alliance was awarded the contract as the consultants to the Program Staff will continue to verify income of applicants and then forvvard the approved files to Rancho in order to facditate the work needed 5 G UtDA\Patty Leon\WpdocsU-Iousmg Comm ss onwlmute5 2006\4-12-06 doc Housing Commission Minutes APRIL 12, 2006 Mrs Moore also mentioned that staff is rewsing the program's gwdelines in terms of increasmg the maximum avadable loan amounts based on the mcrease of contractor's fees C PALM VILLAGE APARTMENTS An update on Palm Vdlage Apartments was provided to the Commission for review D CATALINA GARDENS COMMUNITY ROOM An update on the Community Room was provided to the Commission for review E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Vdlas An update of the 20-Acre Site pro ects was provided in a memo by Cathy Walker to which Dave Yngoyen reviewed Leo Sullivan asked if the laundry facility at Country Village Apartments is leased out to which Janet Moore replied that they are leased to a company in Los Angeles The lease has an automatic renewal of 10 years that renewed m 2004 F Estorna Protocol Carlos Ortega reported that the City Council created the office of Energy Management and authonzed three personnel through a partnership with the Public Utility Commission Subsidies wdl be provided to qual ed homeowners who want to retrofit their homes in order to save energy Funding wdl be prowded by several sources such as the GovernmenYs Photovoltaic Initiative and the Public Utdity Commission. The goal is to retrofit the Housing Authonty properties that have either old air conditioners and/or not enough msulation 0 G VtDA\Patty Leon\Wpdocs liousmg Comm svon4 lmutes 2006W-12-06 doc L. Housing Commission Minutes G Rent Subsidy Program APRIL 12, 2006 The preliminary guidelmes of the program were provided to the Commission as informational Janet Moore provided a bnef explanation of the programs ob ective and descnbed the requirements The program is designed to offer assistance to people mterested in livmg in Palm Desert where the rental rates exceed an affordable housing cost One question raised was whether these subsidized urnts would count toward the Regional Housing Needs Assessment (RHNA) goals, Justin McCarthy stated that they wdl not count towards our expected numbers but will in fact meet a requirement under the Stipulation to mitigate existmg need In regard to the appointments made by the Councd to Commissions and/or Committees, Janet Moore stated that the City Clerk is aware of Verna Smith's interest in becoming a member of this Commission as well as the urgency communicated by this Commission Informational purposes Justin McCarthy reported that staff was looking at a potential for-sale property whose affordabdity requirement expired Staff was directed by the Councd to complete the due ddigence If acquired, a request for budget wtll be presented to this Commission At this point Carlos Ortega stated that he was amazed with the number of units the Housing Authority manages and how we are able to support them financially and keep them in such great condition IX. ADJOURNMENT Wi embers of the Housing Commission concurrence, Chairman Jane Turner adj ur ed t_ h meeting t 4 2 91p m The next meetmg will be held on May 10, 2006. J l.lv V V 'LJ PATTY LEON, RECORDING SECRETARY 7 G U2DA\Patty Leon\WpdocsWousmg Commiss onVNmu[es 2006\4-12A6 doc t 1, I% PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY DATE APRIL 13, 2006 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of March 8, 2006, approved at the Housing Commission Meeting held Apnl 12, 2006 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director BY HOUSG AUTH ON ' Q VERIFIED BY: kL Original on file with City Clerk's Office 1 Q I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES MARCH 8, 2006 Chairman Jane Turner convened the meeting at 3 30 p m II. ROLL CALL Present• Carne McLeod Larry Samdon Leo Sullroan Jane Turner Lmda Ward Also Present Members Absent Janet Moore, Housing Authority Administrator Dave Yrigoyen, Director for Redevelopment and Housing James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Guest s : Teresa Vakdi, RPM Company Verna Smith, Potential Housing Commissioner III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of February 8, 2006 With a Motion made by Leo Sullivan and seconded by Linda Ward the minutes were unanimously approved. V. REPORTS AND REMARKS Housing Commission Minutes ' A COMMISSION REPORTS MARCH 8, 2006 As requested at the last Commission meeting, a copy of Title 25 was provided to the Commission for review It defines what is included in income and what affordable housing cost mcludes. Linda Ward reviewed the report and requested that a list of adjustments to income be provided with the recertification notices sent out to tenants. Teresa Vakdi wdl address B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review. Janet Moore reviewed the memo and stated that the Ciry will hold a public heanng for the conveyance of a single-famdy located on Goleta Avenue to Habitat for Humanity The home will be rehabditated and sold to a very low-income famdy. In consideration of the conveyance to Habitat, the Agency wdl be entitled to the 45-year covenant C RPM MONTHLY STATUS REPORTS The Monthly Status Report for February was reviewed by the Commission Jane Turner asked about the number of manager apartments within our properties Teresa Vakili stated that according to Law, complexes of 20 units or more reqwre an RPM representatroe on site All properties house a maintenance or manager on site with the exception of the smaller complex known as Pueblos. Leo Sullivan mdicated his concern that we seemed to be going backwards at Laguna Palms in terms of downed units He asked for an explanation. James Conway noted the impending schedule of work at Laguna Paims and mdicated that there were residents in renovated units from before and as they left, those urnts were not pre-leased due to the extent of the extenor woric. He also noted that the exterior renovations of the property are scheduled go out to bid in the next two months E G RDA Patty Leon\WpdocsWousmg Comm ssionVNmutcs 2006U-8-06 doc Housing Commission Minutes MARCH 8, 2006 Mr Sullivan questioned why we've had a plan for five months and have not put anything out to bid Mrs Moore stated that by undergrounding the pro ect and mstallmg new meters, the intenor electncal plans had to be redrawn as well She noted that we are taking the opportunity to do those electncal changes pnor to leasmg any units The two-story budding will not be occupied untd the staircases and landings are reinforced or replaced , Verna Smith asked how long the repairs wouid take, James Conway responded that the extenor renovations have been submitted to the Bwlding Department with some minor changes to address, but anticipated going out to bid within the next two months. Mr. Sullivan asked whether RPM Company received a per door fee whde these units are down Mrs Moore responded yes since the Authonty determmed that those units are in fact considered down. However, if the urnts were down due to somethmg RPM Company did, then they do not receive a fee Mr Sullroan expressed concern that RPM had not made those units down but that the Authonty had He questioned the negative cash flow figures shown on the Monthly Status Report for Laguna Palms and asked if there was anythmg positive about this property Dave Yngoyen stated that those types of problems are expected when doing renovation work especially in the types of units we purchase which are those m desperate need of repair or in the worst possible condition He noted that gas Imes had to be replaced as well Mr Sullivan asked for confirmation that it couldn't be done bwlding by budding Mrs Moore responded that yes that was true since that the utdity companies provided an overall inclusive plan for the entire site Mr Conway noted this approach is standard which is to share the trenching in order to make sure all utdities use the same plan and to avoid continual impact to the property Mr Sullivan asked Teresa Vakdi for the number of units currently occupied at Laguna Palms, stating that at the end of February's Monthly Status Report there were only eight. Ms Vakdi replied a total of seven urnts are currently occupied 3 G U2DA Petty Leon\WpdocsU-lousmg Comm ssionVvlmule5 2006 3-8-06 doc i Housing Commission Minutes MARCH 8, 2006 Lmda Ward referenced Report #2 and questioned whether tenants at Country Village were all moderate income Ms Vakdi responded that the recertification process is continumg and has approved 6 to 7 tenants onto the affordable program, those numbers wdl reflect on next month's report Mr Sullivan reverted back to the discussion about Laguna Palms and asked if we could make guesses as to when this building will be useful, stating that Laguna Palms might run hand m hand with Santa Rosa Mrs Moore stated that's what redevelopment does, redevelop areas that are blighted Often times it is difficult especially when we are dealing with old bwldings like Laguna Palms You don't know what types of issues you will run mto untd you open the walls with the electncal, conduit, and/or plumbing Furthermore, once the scope expands to work that the Bwlding Department has to review, more is reqwred that was not antic pated. Mr Conway reminded the Commission of staff's efforts to expeditiously renovate urnts at California Villas by going out to bid and how the price was remarkably high, ranging from $21,000 to $26,000 per unit. Currently the cost to renovate one unit is $9,000 to $10,000 The question was asked whether this approach would be wise to do at Laguna Palms. Mr Sullivan recalled the tours at Laguna Palms and the remodeled units and stated that his impression was that the units would be renovated He felt that we should have been way ahead and plan this much earlier than what we've done now Further stating this was poor planning Mrs Moore stated that 24 urnts were in fact reconditioned. She also noted that another reason for the low occupancy was a result of recertifications not bemg done in quite some time As leases come up for renewal, the new onsite manager has reviewed qualifying documents and found that they were inconsistent with the Program and m most cases leases were not renewed Staff immediately took the opportunity to not re-lease the units in order to rewire them as part of the new electrical plan. She also mentioned that although some of the units in the two-story budding were renovated, they wdl not be occupied untd the structural condition of the staircases and landmgs are reinforced or replaced Mr. Conway provided a bnef explanation of how a construct on pro ect goes through its process which almost always includes "scope creep" He stated that the laws and regulations have changed which has created a larger scoped pro ect than onginally expected. 4 G V2DA Patty Leon\Wpdocsu-lousmg Comm ss onVNmuus 2006 3-8-06 doc L Housing Commission Minutes MARCH 8, 2006 Mr. Sullivan stated that the Commission had expenence with a building like that at Santa Rosa where it was gutted nght down to the basic studs and rebudt the whole thmg He expressed concern that staff was taking too long to get to that point today with Laguna Palms He noted that it has taken at least 6 months or longer to get to this pomt He questioned why staff had not made that determination earlier on, statmg he understands that it is a bureaucratic process but this has taken far too long Mrs Moore responded that she understood Mr Sullivan's frustration and stated it was frustratmg to staff as well She stated that it takes approximately 12 months to get construction documents from any architect nght now smce the demand is high Furthermore, when construction documents are submitted to the Building Department, it is expected that they wdl be sent back with comments or corrections as part of the normal approval process. She also mentioned that there are a lot of projects gomg on in Palm Desert right now and the Authonty and the Agency are treated the same as any developer when submitting construction documents for review Mr. Sullivan stated that the Housmg Commission's goal is to provide housing for low moderate-income people and felt that we should get cooperation from the other departments. Mr. Yngoyen confirmed that we do have cooperation and stated that the Public Works and Bwldmg Departments are in fact short staffed and explamed how both City Departments and the pnvate sector are not able to keep up with the demand He noted that this is a different environment from when the Commission first reviewed Santa Rosa. He further noted that California Villas was a good example No bids were received for the extenor renovation pro ect, which caused staff to negotiate with qualified contractors resulting in a delay in the pro ect Mr Conway explained the due diligence reqwred after purchasing a property in terms of liabdity and health and safety issues, as well as the evaluations of qualifications of outside professional serv ces such as architects, and engmeers, which can be time consuming Other departments are not part of this process Carne McLeod stated that although she did not know what the deciding factor was, she questioned why we were not on the "fast track" with other departments and felt we should be put ahead of the pnvate sector. G U2DA Patty Leon\WpdocsWousmg Commiss onVdmutes 20061-8-06 doc i Housing Commission Minutes MARCH 8, 2006 Mrs Moore responded that depending on the situation most times it is feasible for us to stay on top of the pro ect just due to proximity of the reviewing departments but we also have to consider that those departments have other developments to review that may take prionty. Mr Conway added that often times those departments will call us as soon as the documents are ready In addition, staff is able to check on the status of a plan in companson to the pnvate sector, even considering a lot of the work is contracted to outside consultants At this time, Mr Sullivan addressed Chairman Jane Turner and suggested that the Commission should make the Councd aware of these issues and the concerns over the fact that they are not providing housmg in a timely basis as a result of a number of factors but that one of them being this situation between fast tracking per city issues He made a motion to that affect Mrs McLeod concurred statmg that our own housing pro ects should be a prionty Mrs Moore stated that the concerns and comments discussed wdl reflect in the mmutes and wdl be forwarded to the Counal for their review, as well as the City Manager Mr Sullroan stated he felt that it was not enough to be mentione i only as comments in the mmutes. He expressed concern with regard to providing housing on a timely basis and felt the Commission is here for that reason Further stating that the Commission is not involved with the purchases of properties, as it has been clearly described, but felt that they are here to provide housing and they are not doing it. He added that if this were in the hands of the pnvate sector everyone would have been fired a long time ago with whaYs been going on But we are not in the pnvate sector, we are in a bureaucratic process. There has to be a way to smooth this through He a rmed he would I ke that to be very clearly stated to the Councd Mrs Ward questioned on whether Laguna Palms would have gone faster if it had been demolished Mr Sullivan reminded Ms. Ward of how long ago it was when they were workmg on the plans for Palm Village C G U2DA Patty (,eon\Wpdocs Housmg Commrss onVNmutes 20061i-8-06 doc Housing Commission Minutes MARCH 8, 2006 Mr Conway explained staffs efforts to expedite this process and how in most cases we are paying high premwms for less work these days. Mr Saindon questioned whether the Counal was aware of the work assoaated with renovations when purchasmg older properties He stated that he did not know what the relationship of the City Councd is to staff, and if they go through the City Manager to start putting pre$sure on ,, certain departments but felt the Commission should vote on it , Chairman Jane Turner stated it was her understandmg that it had to be on the Agenda in order to vote Mr. Saindon stated that the occupancy report was on the Agenda as an informational item and that 40 units are not occupied at Laguna Palms That by itself can make it an agenda item Mr Sullivan stated they needed to address the Commission's frustrations to the City Council He felt that each month when this Commission meets they are told that they have to do this, the Building Department wants them to do that Let's get together in one room and do it all at once, instead of having al these mdividual meetmgs that go on internally Ms McLeod offered her opinion that if it meant that another development had to wait in order to assist housing issues, then they can wait She stated she was not frustrated with staff but felt that housing was not given pnority Mrs Moore assured the Commission that their concerns and comments would be forwarded to the City Manager Mr Sullivan cfarified that he was talking about the Councd and not the City Manager Ms Moore explained that iYs appropnate for staff to report it to Mr Ortega, he should be made aware of the Commission's concerns. Mr Sullivan replied he understood that, but would like it reflected in the mmutes for the Councd to review. Mrs Moore reiterated that the overall process is not greatly impacted by aty departments She noted Califorrna Vdlas extenor renovation pro ect and how it took seven months to award a contract. The delay was based on the fact that no bids were received which was no fault of the City's departments 7 G RDA Patty Leon\WpdocsWousmg Commiss onVvlmutes 2006\3-5-06 dce Housing Commission Minutes MARCH 8, 2006 Mr Yrigoyen stated that the City as a whole is doing other important pro ects that are gomg through the same process The current construction environment is difficult to deal with from the construction perspectroe These Public Works pro ects are just as important to the Council as they are going to accomplish regional improvements. There are other pro ects that are equally as important out there, that are lagging. Mr Sullivan stated that it was not from this Commission to which Mr. Yngoyen confirmed stating it was the City as a whole and we're a part of the City. Mr. Sullivan stated that the Commission members are here as volunteers to give their input. Noting, that it is a concern to a number of the Commissioners and it has nothing to do with staff, it has to do with extemal influences and possibly internal influences the Commission wants the Counal to understand that. He felt that the Commission needed to make that abundantly clear so that everybody is aware that they are concerned over the lack of progress with these things Again, he reiterated this has nothmg to do with staff He further stated he was frustrated by sitting here month after month and seeing little or no progress He expressed concerns with the time frame of Palm Vdlage Apartments, but felt that Laguna Palms is really gomg to top it off He also felt that we should have made that determination of gutting Laguna Palms and starting from scratch He felt we took a different approach and that it wasn't the right approach in fact it was ust poor planning He concluded that since we know now what has to be done, let's get it done as expeditiously as possible A MOTION WAS MADE BY MEMBER LEO SULLIVAN AND SECONDED BY LARRY SAINDON TO FORWARD THE COMMISSION'S CONCERN TO THE COUNCIL WITH RESPECT TO PROVIDING HOUSING IN A TIMELY MANNER AS A RESULT OF A NUMBER OF FACTORS BUT ONE BEING THE SITUATION BETWEEN FAST TRACKING PER CITY ISSUES Mr Samdon questioned whether the City Council discusses m their meetings the probabdity or the possibilities or what may have to happen to a property in order to bnng it to city standards for low income housing when deciding to purchase it. He wanted to know who goes out and looks at a piece of property and says okay this would be good for low income housing, prior to the Councd entering into negotiations and purchasing it, does anyone question the conditions such as electncal issues He asked if our buddmg inspectors go out and inspect first 8 G UtDA Patty Lcon\WpdocsViousmg Commiss onVvlmutes 2006 3-8-06 doc Housing Commission Minutes MARCH 8, 2006 Mrs Moore stated that the Counal bnefly discusses those issues in their meetings with regard to acquiring older properties The Councd is provided with the particulars of the property from the perspective of surveys and visual extenor bwlding conditions But our bwlding inspectors generally do not go out and inspect them until we own them We contract for certain types of reviews during acqwsition ' , Mr Saindon clanfied that he was referring to the property before the fact He questioned whether the Counal needs to be involved in that, should be involved in that or is involved in that and if the Counal even considers this or iYs not their duty Mr Conway stated that staff does its due diligence with qualified consultants in terms of environmental concerns during the acqwsition process. It is the Councd's deasion on whether they wish to buy that property based on those conditions Mr Saindon agreed it was the Council's deasion but questioned if the Council knew California Villas was going to take to 2 to 3 years to get up to runrnng where we could have 100% lease stating it was frustrating on their part He was concerned that if we keep doing renovations like this that Paim Desert might not always be financially solvent. Mrs Moore stated that the worse condition a property is in the more the Councd wants to purchase it, and they take into consideration the time frame to rehabditate The Redevelopment Agency is tasked with renovatmg old ddapidated buddings and eliminatmg blighted areas in the City that most companies are not interested in renovating to the extent that we do In some cases, they would rather put something else there other than housmg, which is why the Agency is so committed to do this In addition, the Counal is aware of the time factors and frustrations that everyone is m nght now They know there is a great deal involved with respect the construction plan documents to ensure the best renovation Ms Ward was not clear on the answer and asked if and when the City Councd decides to purchase a property and they groe it to us, do we have to take it as it is or can the Commission make a decision to demolish it and start all over? Ms Moore responded that the Councd would require an extensive study to ustify demolishmg a bwldmg and that could take up to 12 to 18 months at which time the Commission may be asked to rewew a recommendation to demolish it G U2DA Patty Leon\WpdocsV-lousmg CommissionVvlmutes 2006 3-8A6 da L Housing Commission Minutes 0 L F G MARCH 8, 2006 Mr Sullivan reiterated that these concerns are being made now so the Councd is aware REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for January was reviewed by the Commission. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for January was reviewed by the Commission HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authonty properties was provided to the Commission. James Conway summarized the update He clarified that the clubhouse furniture for Las Serenas has not been delroered; the date on the report is incorrect Linda Ward inquired if the mamtenance shop at Las Serenas would be expanded James Conway stated that the idea is to expand the maintenance shop directly behind the kitchen, but a final decision has not been determined Upon question of Country Village's assessment status, Janet Moore stated that an ALTA survey of the entire site includmg the restaurant is in process An Architect is scheduled to begin a structural integrity study of the property sometime in Apnl PALM DESERT HOUSING AUTHORITY RESIDENT SURVEY RESULTS The Commission was provided with the results of the survey mailed to all Housing Authority tenants with the exception of Country Vdlage Janet Moore stated that the survey was modified to consider some of the situations that occur on the properties for various reasons Additionally, the report was modified to show the comparison of percentages for the total number of survey's received versus the total number of urnts for that particular complex Commission agreed the results overall were good l0 G VtDA Patty Leon\WpdocsWousmg Comm ss onVvlmutes12006U-8-06 doc Housing Commission Minutes VI. NEW BUSINESS MARCH 8, 2006 A Award of Contract to Portrait Homes (California Vdlas) Action Motion was made by Leo Sullivan and seconded by Carrie McLeod to approve and forward a recommendation to the Palm Desert Housing Authority to award contract to Portrait Homes in an amount not to exceed $4,948,249 for Phase "A" exterior renovations at California Villas. James Conway reviewed the staff report and asked for the Commission's approval. B Supplemental Resolutions of the Housing Authonty properties Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward a recommendation to the Palm Desert Housing Authority for consideration of supplemental resolutions designating the Palm Desert Housing Authority as the operator of Agency owned Housing projects. Given that the Authonty wdl be the recipients of Palm Village Apartments and La Rocca Vdlas, Janet Moore stated that staff was directed by our legal counsel to adopt a supplemental resolution to allow the Authonty to operate, maintain and renovate the listed properties as well as any newly acquired VII. CONTINUED BUSINESS A Rental Rate Increase Action Motion was made by Carrie McLeod and seconded by Larry Saindon to approve and forward the recommendation to the Palm Desert Housing Authority to authorize the rental rate increase and establishing a procedure for setting rental rates, annually. VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (MARCH) Newsletters were reviewed by the Commission 11 G U2DA\Patty Leon\WpdocsWousmg CommissionVNmutes 2006 1-8-06 dw Housing Commission Minutes MARCH 8, 2006 At this time, members Leo Sullivan and Carne McLeod mentioned that they will not attend the Housing Tour scheduled March 17, 2006 B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was prowded to the Commission for review James Conway stated no significant changes to report. C PALM VILLAGE APARTMENTS Dave Yngoyen provided an update statmg construction is progressing D CATALINA GARDENS COMMUNITY ROOM Dave reported that the mterior of the community room is ready to be painted Janet Moore stated that depending on the construction schedule, the community room is scheduled on the Housing tour E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Vdlas An update of the 20 Acre Site pro ects was provided in a memo by Cathy Walker to which Dave Yngoyen rewewed Carne McLeod stated that she had taken a dnve to the 20-acre site and it appears that tenants at Hovley Gardens are not using their garages, cars are parked on both sides of the street creatmg a parking issue Staff is discussing this matter with the developer and the Public Works Department With regard to Falcon CresYs qualifying cntena, Janet Moore reported that a cntena has been reviewed and established by the sub-committee, as well as Leo Sullivan It has been forwarded to the developer who wdl be establishmg a wait list Ms Moore thanked Mr Sullivan for his assistance. F Estonia Protocol No report was provided 12 G ViDA Patty Leon\WpdocsV-Iousmg Comm sswnVvfmutes 200617-8-06 doc Housing Commission Minutes IX. ADJOURNMENT MARCH 8, 2006 Janet Moore announced that she was advised by the City Clerk's office that there is a potential study session for the Council scheduled the same day as the Housing tour Three possibilities discussed were 1) The tour would be postponed entirely, 2) The Councdmembers in attendance would conclude their tour at 10 30; or 3) The Councd may request to go at a different time. Staff will notify the Commission of any changes to the schedule date With members of the Housing Commission concurrence, tl qurn meet p m The next meetmg will J PATTY LEON; RECORDING SECRETARY Chairman Jane Turner be held on Apnl 12, 2006. 13 G UtDA Patty Leon\WpdocsViousmg Commiss onVvlmutes 2006U-8-06 doc 0 6 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY DATE MARCH 9, 2006 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of February 8, 2006, approved at the Housing Commission Meeting held March 8, 2006 . Please submit to the Housmg Authority Board , Thank you c c cc Carlos L Ortega, Executroe Director l` i 0 Y HOUSG AUTH ON • ' O l-P VERIFIED BY: Original on fiie with City C rk's Office L CITY OF PALM DESERT HOUSING COMMISSION MINUTES FEBRUARY 8, 2006 I. CALL TO ORDER Chairman Jane Turner convened the meeting at 3 30 p m II. ROLL CALL Present Carne McLeod Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Carlos Ortega, Executive Director Janet Moore, Housing Authority Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housing James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Company Dave Erwin, City Attorney Verna Smith, Potential Housing Commissioner III. ORAL COMMUNICATIONS Dave Erwin was present to clarify a concern raised by the Commission at the last meeting with regard to property acquisitions and closed session He advised that the Councd reconfirmed that they consider property acqwsitions to be a confidential matter unttl the property is acquired Housing Commission Minutes FEBRUARY 8, 2006 He offered to answer any questions before excusing himself from the meeting Janet Moore mtroduced Verna Smith to the Commission Ms Smith provided a bnef background and stated she has filed her application with the City Clerk and is mterested in serving as a Housing Commissioner IV. CONSENT CALENDAR A MINUTES of the Regular Housmg Commission meeting of December 7, 2005 With a Motion made by Larry Saindon and seconded by Leo Sullivan the minutes were unanimously approved with Commissioner Carrie McLeod abstaining since she was not present at that meeting. V. REPORTS AND REMARKS A COMMISSION REPORTS No items to report B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was prowded to the Housing Commission for review Janet Moore reviewed the memo and stated that the Agency held a public heanng to convey two single-famdy lots to Habitat for Humanity Habitat will be constructing a four-bedroom two-bath home on each lot A blitz budd is tentatively scheduled, however, times frames for the construction have not been determined Staff wdl notify the Commission once the schedule is confirmed C RPM MONTHLY STATUS REPORTS The Monthly Status Report for January was reviewed by the Commission F G V2DA\Patty Leon\WpdocsViousmg Comm ss on lmutes 2006 2-8-06 doc Housing Commission Minutes FEBRUARY 8, 2006 D REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT E F Report # 1 for December was reviewed by the Commission Jane Turner questioned the occupancy at Country Vdlage Teresa Vakdi stated that there has been 25 move outs since the acqwsition of the property for reasons of non-payment and/or tenants' choice Janet Moore commented that the architect conductmg the study at Country Vdlage Apartments will not be able to start until mid-March REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for December was reviewed by the Commission Teresa Vakili clarified the offsets shown on the report under "Other" of the Total Operating Income She stated that it consists of legal fees, employee units, credit income, and non-sufficient funds HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housmg Authority properties was provided to the Commission James Conway summanzed the update The Commission was asked if they would like to review the colors selected for both Neighbors and Taos Palms prior to submitting them to the Plannmg Department Given the time span between the Commission's meetings and the fact that the Planning Department must approve the final selections, there was a general agreement to refer this to the Planning Department for approval He furthered noted completed and the schedule that the pool demo at Laguna Palms has been underground utdities are proceeding according to In regards to the boiler replacement at Country Vdlage, Janet Moore stated that the boder was replaced with a refurbished boiler for the meantime untd an assessment of the property is complete Further statmg that ultimately energy savmgs wdl be incorporated m the rehabilitation phase as part of the Estonia Protocol pro ect 3 G UtDA\Patty Leon\WpdocsWousmg CommissonVvlmutes 2006 2-8-06 doc i Housing Commission Minutes VI. NEW BUSINESS A Award of Contract to Color Concepts FEBRUARY 8, 2006 Action Motion was made by Carrie McLeod and seconded by Linda Ward to approve and forward a recommendation to the Palm Desert Housing Authority to authorize RPM Company to award contract to Color Concepts in the amount of $47,900 for repainting exterior stucco and trim at the Housing Authority properties known as Neighbors and Taos Palms. James Conway reviewed the staff report and asked for the Commission's recommendation VII. CONTINUED BUSINESS A Rental Rate Increase Action Motion was made by Larry Saindon and seconded by Carrie McLeod to continue this item to the next Housing Commission meeting of March 8, 2006 for further review. Janet Moore stated that Legal Counsel made changes to the report subsequent to mailing the agenda packets and asked the Commission to contmue this item to the next meetmg She noted that modifications were pnmanly made to the language in the Resolutions only Also included with the staff report was a copy of a news article published in the Desert Sun with respect to valley rents rising at a slower pace than the rest of Southern California Linda Ward agreed and praised the Authonty for the affordability provided compared to the rental rates listed in the "Rental Gwde" for this area published on Saturdays in the Desert Sun Ms Ward asked for a list of ad ustments to income and if they are still being considered dunng the renewal of leases Janet Moore stated Title 25 of the Califorrna Code of Regulations is followed with respect to income and what is included when determirnng affordable housmg cost A copy wdl be provided at the next meeting for informational purposes 4 GU2DA\PattyLeon\WpdocsWousmgComm ss onVvlmutes 2006 2-8-06 doc Housing Commission Minutes VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (FEBRUARY) Newsletters were reviewed by the Commission B AGENCY HOME IMPROVEMENT PROGRAM UPDATE FEBRUARY 8, 2006 An update on the Home Improvement Program was provided to the Commission for review James Conway reported that six properties are in the final completion stage, four were denied based on non-qualification for the program, and qwte a backlog of new applicants that are waiting to be have work wnte ups done In an effort to expedite this process, a consultant is being recommended to the Council to oversee the work wnte ups, the construction, and preparation of the necessary paperwork Larry Saindon questioned whether the Commission had approved expenditures made in the Home Improvement Program in the past and asked if so, did the law change Carlos Ortega clanfied that he did not recall any formal rewew from this body in terms of approving expenditures Bryce White explained the approval process to request Community Development Block Grant (CDBG) funds used for the Program C PALM VILLAGE APARTMENTS Bryce White distnbuted construction pictures of the Palm Vdlage Apartments and provided an update He stated that a request to solicit bids to mstall photovoltaic panels to supply power to nine urnts wdl be presented to the City Councd Only nine units are being considered at this time due to cost and space limitations However, the property wdl provide for future installation of solar panels to all units depending on the effectiveness of the nine units D CATALINA GARDENS Bryce White distnbuted current construction pictures of the commurnty room and provided an update G U2DA\Patty Leon\WpdocsU-Iousmg Comm ss onU-lmutes 2006 2-8-06 doc Housing Commission Minutes E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Vdlas FEBRUARY 8, 2006 An update of the 20 Acre Site pro ects was provided in a memo by Cathy Walker to which Dave Yrigoyen reviewed As previously mentioned at the lest meeting, Janet Moore stated that the developer submitted an application to the Department of Housing and Commurnty Development (HCD) requesting BEGIN Program funding On February 3, 2006, HCD granted the request and awarded the City with a$2 79 mdlion check towards the Agency's down payment assistance program Staff will be working directly with HCD on the information reqwred to appropnately disburse the funds for down-payment assistance loans Justin McCarthy added that this is the largest award of this type of funds He noted that these funds are a component of Proposition 46 approved three years ago In addition, staff is working on establishing a strategic plan with respect to the development and the administration of a wait list and how applications will be accepted for Falcon Crest The Housmg Sub-Committee have met to discuss a plan Janet Moore asked the Commission if anyone would be interested in participating in the meetings to which Leo Sullivan volunteered It was explained that the sub-committee meet on an as needed basis only Staff is hoping to establish these guidelines prior to scheduling a date for the groundbreaking ceremony The proposed guidelines for Falcon Crest will include loans to moderate-income first time homebuyers The properties wdl have restrictions on resale pnces similar to Desert Rose Janet Moore also noted that there are other affordable housmg opportunities in Palm Desert that are not provided by the City or the Agency Currently staff is workmg with The Enclave who is required to provide 4 units that wdl be affordable to moderate mcomes The urnts range from one, two and three bedrooms F Estonia Protocol Janet Moore reiterated the pro ect that the City recently has undertaken to reduce energy consumption by 30%, and provided a bnef update from the Housmg Division She stated that the city's liaison has requested a five-year or ten—year plan on how staff wdl incorporate energy savings within the Authonty properties, such as changmg air conditioners, windows to dual pane, etc 0 G UiDANatty Leon\WpdocsViousmg Comm svonUlmutes@006 2-8-06 doc Housing Commission Minutes FEBRUARY 8, 2006 Justin McCarthy also noted that the City wdl be submittmg a proposal to request financial participation to the Public Utilities Commission (PUC) in order to implement this energy reduction program citywide G Copy of Roger Dash Resignation Letter A copy of Roger Dash's resignation letter and letter of gratitude from Jean Benson was provided to the Commission for review IX. ADJOURNMENT A Schedule of Housing Commission meeting dates for 2006 (Update) A revised schedule of ineetmg dates was prowded to the Commission for review The Housing Tour is scheduled for March 17, 2006 A motion was made by Carrie McLeod and seconded by Larry Saindon to invite prospectwe Housing Commissioners on the tour As information, Janet Moore stated that the Agency as well as the City Councd is always looking to acquue or assist units or properties whether its owned by a developer or individually, where units are at risk of being converted from affordable to market rents With members of the Housing Commission concurrence, Chairman Jane Turner ad ourned the meetmg at 4 28 p m The neut meeting will be held on March 8, 2006. U Y v PATTY LEON, ECORDING SECRETARY 7 G RDA Patty Leon\Wpdocs Fiousmg CommisvonUlmute5 2006 2-8-06 doc i TO FROM i._ra PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM RACHELLE KLASSEN, CITY CLERK PATTY LEON, RECORDING SECRETARY FEBRUARY 9. 2006 SUBJECT HOUSING COMMISSION MINUTES P— c'l , l , 2.1 1 Attached are the Housing Commission Meetmg Minutes of Fe a 9-6, approved at the Housing Commission Meeting held February 8, 2006 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director HOUSG AUTH ` ON - n. - A VERIFlED SY: I Or gi7al on o1e vrith G3'sy .: e k' Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES I. CALL TO ORDER JANUARY 11, 2006 Chairman Jane Turner convened the meeting at 3 30 p m II. ROLL CALL Present. Larry Saindon Leo Sullivan Jane Turner Lmda Ward Members Absent Carne McLeod Also Present Janet Moore, Housing Authority Administrator Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director for Redevelopment and Housing James Conway, Pro ect Coordinator Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Company Dave Erwin, City Attorney 111. ORAL COMMUNICATIONS Janet Moore informed the Commission that Roger Dash declined his re- appointment to the Housmg Commission A copy of his resignation letter wdl be provided at the next Housing Commission meeting She also reported that at the Mayor's breakfast meeting of January 10th, the Mayor mentioned the First Time Homebuyers Program 1 Housing Commission Minutes January 11, 2006 Janet Moore stated that Mr Dave Erwin was present to address the mqumes of the Commission from several of the previous meetmgs Jane Turner asked about the appointment of new members to this Commission Janet Moore replied that the City Clerk is workmg with the Council to determine if there's an eligible participant to fdl the vacant positions She noted that typically appointments are made in November and December but wdl contact the City Clerk to express the urgency in filling the vacancies Upon question if Roger Dash would be recognized for his service, Janet Moore responded that the Mayor formally recogrnzes those members whose terms expired or served as Chairman to a committee/commission IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meetmg of December 7, 2005 With a Motion made by Leo Sullivan and seconded by Larry Saindon the minutes were unanimously approved with Commissioner Carrie McLeod not present. V. REPORTS AND REMARKS A COMMISSION REPORTS As a request from the last meeting, Dave Erwm was present to discuss matters and/or questions from the Commission He informed the Commission that he had read the December 7 h minutes, Leo Sullivan asked him if he had read November's minutes since there was continuous discussion Mr Erwin replied he had not reviewed those minutes but had in fact met with Mr Dash before December's meeting to discuss his concerns such as, how the agenda is prepared, the Brown Act and other concerns related to the Housing Commission He offered to go through the issues for them to explain his position Leo Sullivan voiced his concern about the purpose of the Housing Commission In the past, he realized the Housing Commission was not necessanly an integral part in making decisions but felt they were involved in the dec sion making process of purchasing new projects He indicated his concern that they were not domg that anymore He felt as if they were simply a rubber stamp to decisions that have already been made He Housing Commission Minutes January 11, 2006 indicated that this was the way it was explained to them He asked what the laws are with regard to this and if there is really a need for the Housmg Commission to continue He noted that Justin McCarthy expressed that there is a need at the last meeting but explained that some of them feel that their involvement m the process has been diminished Dave Erwin stated that from his perspectroe and from what he has reviewed he does not see that anything has been diminished since the Commission was form in 1998 The Ordinance basically sets up a scenario where there is a City Councd in Palm Desert that has declared themselves to be the Housing Authonty They have decreed by Ordinance that a Housing Commission also be formed The charge in the Ordmance, as it was passed, indicates that the Housmg Commission is to review and make recommendations on matters coming before the Authority prior to their action That indicates that the Councd, acting as Housmg Authonty, would send matters to the Housing Commission for review and recommendation before the Housmg Authority Board take action There is an exception, if the Authority feels that there are matters that they should act on they are entitled to go ahead and act on it Mr Erwm mdicated that Mr Dash was concerned in particular because he wanted to set his own agenda The Ordinance does not provide for that Mr Erwm suggested to Mr Dash that he communicate his concern to one or two members of the Council, preferably no more that two, and see if they would like to modify the Ordinance rules Staff is tasked with bringing a recommendation to you for your review and then on to the Authority to take action That would be the ideal process Mr Dash raised a number of other issues that did not appear to be within the scope of the Ordinance for the Housing Commission It was suggested to him that he ask any member of the Council to raise that issue and let them refer it to the Commission Mr Erwin indicated that Mr Dash did not appear to be satisfied with that probably because his past expenence has been on an executive committee as chairman and they typically do set the agenda This Commission is not set up that way Mr Erwin reviewed the Brown Act and its sanctions, and emphasized the importance of discussing agenda items at regular scheduled meetings He noted that with the current Housing Commission membership of five (5), that any two members can talk about any item they choose, however, if one of those individuals calls and talks with another independent member that probably violates the Brown Act He indicated that items that are not on the Housing Commission agenda and have not been referred to the Commission are acceptable to discuss 3 G\RDA PattyLeon\Wpdocs\HousmgCommissionVvlmuces 2006\I-11-06 doc Housing Commission Minutes January 11, 2006 Mr Ervvin explamed that this is the direction in the Ordinance, neither him nor staff can change it, but the Councd could if they chose to do so Larry Saindon asked about the Commission's involvement on items related to purchases of real property He recalled that in the past, the Commission has always been informed or involved to a degree, and now they are being told it was incorrect and are not involved in the acqwsitions of properties He added that the Commission was not informed of the last property acquisition until it was acquired Mr Erwin stated that it was up to the Housing Authonty Board on whether they would like to inform or involve the Housing Commission on acquisitions of properties that the Authority makes Justm McCarthy clarified that the Housing Authonty does not acquire properties The Redevelopment Agency is the entity that purchases properties for the purposes of housing The Housmg Authonty is tasked with their operation, however, if the Redevelopment Agency Board refers acquisitions to the Housing Commission, staff wdl bring them for review Staff does not have a problem bringing anythmg to this body that has been referred to them Dave Erwm responded to the Commission relative to Mr McCarthy's clarification, that items relative to the Redevelopment Agency do not come to this body With the Commission's concurrence, Dave Erwin received consent to meet with the Authority Board to discuss matters relative to the Commission's role Chairman Jane Turner stated that the Commission was here to act on items provided by the Authonty Board and felt that if the Board did not want them to act on a specific item that it was fine too Mr Erwin concluded with a clanfication concernmg the number of inembers required to have a quorum, it was stated that three were required since the Commission currently consists of five members Mr Erwm was excused from the meeting B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS 4 Housing Commission Minutes January 11, 2006 Report #2 for November was rewewed by the Commission Given that Country Village is a newly acquired property, income levels have not been determined, therefore the Total Rental Income was included but has not been broken down by income type yet F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the Commission James Conway referenced the update and highlighted the significant pro ects listed on the report He also stated that a contractor has been identified for the extenor renovation pro ect at California Villas In response to a question, Dave Yrigoyen stated that a constructability review is in process at Country Vdlage Apartments, and once a report is finalized it will be provided to this Commission for review VI. NEW BUSINESS A Award of Contract to Desert Concrete Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward a recommendation to the Palm Desert Housing Authority to authorize RPM Company to award contract to Desert Concrete to provide ADA accessible ramps and walkway improvements for the Housing compiexes known as Las Serenas, Catalina Gardens, and One Quail Place. James Conway reviewed the staff report B Mid-Year 2005/2006 Budget Ad ustment Action Motion was made by Leo Sullivan and seconded by Larry Saindon to approve and forward to the Finance Director the recommendation to request approval to appropriate funds for the mid-year budget adjustments for the Housing Authority properties Janet Moore stated that the mid-year budget appropnations do not include the cost of trimming trees that were identified by the plan of action provided by Arbor Life Consulting for this year The ad ustment covers the tree trimmmg that already occurred It is clear that more work is reqwred and the cost wdl reqwre an appropriation when the bids come m 0 Housing Commission Minutes January 11, 2006 An update was provided to the Housmg Commission for review Janet Moore referenced the memo and stated that the meeting date for the Agency Board, December 8, 2005, to review agenda items was incorrect, the correct date is January 12, 2006 She stated that staff is recommendmg an award of contract on the Laguna Palms pro ect for the under grounding of the utilities at the site Habitat for Humanity has requested the donation of two properties slated for public heanng at the meeting A request was made of Habitat to incorporate energy effiaencies Habitat has indicated that they would like to do a 12-hour "blitr bwld" Notices wdl be sent out once a date has been scheduled Jane Turner asked if the Board approved the rental mcrease Janet Moore stated that legal counsel had made some modifications to the report, and anticipates bringing it back to this Commission for final review and recommendation to the Board C RPM MONTHLY STATUS REPORTS The Monthly Status Report for December was rewewed by the Commission An update on the number of applicants we have on the wait lists at each property was distnbuted Leo Sullivan questioned the number of re-certifications at Country Vdlage Teresa Vakdi responded that since Country Vtllage is a newly acquired property, all residents are reqwred to certify m order to venfy that they qualify for the affordable program D REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for November was reviewed by the Commission A revised Report #1 was distributed making a correction to the report for units reported m the incorrect category E REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT 5 G\RDA Pa[ty Leon\WpdocsViousing Comm ssmnU4inute5 2006\I-I I•06 doc Housing Commission Minutes January 11, 2006 The City's Landscape Manager has also informed staff that he would like to conduct an evaluation survey of all trees within Palm Desert, includmg those at our properties, to determme the current conditions This will make budgeting for future years easier She stated that there is a substantial increase in the cost of Workers Compensation to which the Finance Director approved a mid-year payroll overhead ad ustment in accordance with RPM's Management Agreement Reference was made to the Ime item for the Catalma Gardens commurnty room furrnture It was explained that the Housing Authority will furnish the o ce The construction of the community room is being funded by another source A request was made to allocate the cost of the furniture appropnately to both Catalina Gardens and Pueblos since both properties wdl utdize the office VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A HOUSING AUTHORITY NEWSLETTER (JANUARY) Newsletters were reviewed by the Commission Lmda Ward referenced an insert in the Catalma Gardens and Pueblos newsletter with regard to cleaning patio light fixtures, and the safety of that with seniors Teresa Vakdi responded it was a drawing from the property manager and was not mandatory B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review C PALM VILLAGE APARTMENTS Bryce White provided current construction pictures of the Palm Village Apartments StafF offered to answer questions from the Commission With regard to pre-leasing the units, Janet Moore stated that applicants currently on the wait list are bemg considered G\RDA\PattyLeon\WpdocsWousmgCommas onVvlmu[es 2006\LII-06 doc Housing Commission Minutes January 11, 2006 Discussion ensued with the restrictions of includmg a swimming pool as part of the construction of affordable housing Justm McCarthy noted that the City Councd has directed staff to work with the College of the Desert with respect to constructing a community pool D CATALINA GARDENS Bryce White provided current construction pictures of the community room E Phase II 20 Acre Site Update 1) Falcon Crest 2) La Rocca Vtllas An update of the 20 Acre Site pro ects was provided in a memo by Cathy Walker Dave Yngoyen reported that the Architectural Review Committee approved the design plans The infrastructure is scheduled to begin mid-February He also added that, as an additional fundmg source, the developer has submitted an application to the BEGIN Funding Program, controlled by the Department of Housing and Community Development If the funding is approved, the Agency may receive up to $30,000 per unit A groundbreakmg date has not been scheduled for the single-family homes and senior complex F Estonia Protocol Janet Moore stated that the City of Palm Desert is participatmg in a new pro ect to reduce energy consumption by 30% per person A city staff member was appointed as the liaison to oversee the due diligence and effectiveness of the pro ect Funding will be applied for as well Additionally, staff is looking into ways to implement energy savmgs with our properties, such as, photovoltaic, heat pump systems, solars, etc Justm McCarthy stated that this pro ect is coming from the Public Utilities Commission The City is workmg on submittmg a proposal in order to secure funding of approximately $1 million The intent is for Palm Desert to act as the prototypical suburban city to demonstrate how it can be done It has not been finalized or approved" yet but there is significant amount of energy and mterest in this on behalf of the City Counal 0 Housing Commission Minutes January 11, 2006 G Committee/Commission Member Update Form The Commission was asked to complete the Membership Update Form H Copy of Thank You Letters to staff at Las Serenas and Catalina from the Housmg Commission Copies of the Thank You letters were provided to the Commission for rewew Regarding the date for the housing tour, Janet Moore stated that the dates are requested based on the councd's avadabdity A tentative date was scheduled by the Council's secretary for March 17, 2006 IX. ADJOURNMENT A Schedule of Housing Commission meeting dates for 2006 A memo was provided to the Commission listing the Housmg Commission meetings scheduled for 2006 Staff identified one meeting date that occurs after the regularly scheduled City Councd meetings and in order to accommodate actions required by the Commission on the Housing Authonty Agenda, staff suggests moving the meeting to the Wednesday prior With the Commission's concurrence the meeting date will be changed An updated list wdl be provided at the next meeting With members of the Housing Commission concurrence, Chairman Jane Turner ad ourned the meetmg at 4 42 p m The next meetmg will be held on February 8, 2006. U U 'v PATTY LEO 1, RECORDING SECRETARY E G\RDA\Pa[ryLeon\Wpdocs\HousmgCommissionVvlmute5 2006V-II-06 doc 3-083 \ _ PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, RECORDING SECRETARY DATE JANUARY 12, 2006 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housmg Commission Meeting Mmutes of December 7, 2005, approved at the Housing Commission Meeting held January 11, 2006 Please submit to the Housing Authority Board E Thank you 1'1..BY HOUSG AUTH ON 1—n-Qi VERIFIED BY:_,,...,"'_ Onginal on file with City Clerk's Office cc Carlos L Ortega, Executive Director CITY OF PALM DESERT HOUSING COMMISSION MINUTES DECEMBER 7, 2005 I. CALL TO ORDER Chairman Roger Dash convened the meeting at 3 30 p m II. ROLL CALL Present Members Absent Roger Dash Carrie McLeod Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Janet Moore, Housing Authonty Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housing Bryce White, Senior Construction Contract Admirnstrator Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Company III. ORAL COMMUNICATIONS Janet Moore informed the Commission of a fire at One Quad Place, it damaged four units, one of them was a complete loss, and three of them had severe smoke damage We have relocated all of the famdies No one was hurt Our insurance ad ustor stated that we are covered Fire officials have not determined the cause of damage but believed that it was food left unattended in a microwave 1 Housing Commission Minutes December 7, 2005 Linda Ward mentioned that she noticed today that Sevdla has a small sign out in front gold and white "condominwms available" She asked about the wall Janet Moore explamed that we have had preliminary discussions with them and she did mention to the owner that as a part of that conversion, we would have to discuss the wall IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of November 9, 2005 With a Motion made by Larry Saindon and seconded by Linda Ward the minutes were approved with Commissioner Carrie McLeod not present. V. REPORTS AND REMARKS A COMMISSION REPORTS Roger Dash noted that the mmutes were reported accurately, however, he would like to make a few comments First, regarding the college admission process as it related to the proposal that was submitted, that was a minor request This proposal was to the Commission requesting authorization to establish a review committee, college admission was a non-issue The students are not going to have any problems being admitted The information that Justin sent him was of secondary importance to him His proposal was for housing and it was to get permission that would eventually move up to get permission to provide housing for students, not college admission He then mdicated a concern regarding what is being conveyed to the Commission by staff, from legal counsel He noted that the workmg process of a commission is a rather standard procedure with him or so he thought However, when he inquired as to the process of setting the Agenda he was told that the Chairman does not set the Agenda for the meeting He indicated that he has never been on a committee or commission or anything where the Chairman did not see the Agenda until the Agenda was posted The second was that once the Agenda has gone out, we could not talk amongst ourselves according to the Brown Act He explained that staff suggested if he sttll had questions that further clanfication should come from legal counsel He indicated that he recently had a meeting with legal counsel, Mr Erwm, and he explained that the Brown Act says that a ma onty cannot meet and discuss It says nothing about three members of this committee meetmg to do anything they want, unless they pick up the phone and call the fourth person 2 L. Housing Commission Minutes December 7, 2005 Another issue raised was dealing with the agenda items. Legal Counsel told him when he met with him that everything that comes to the Commission comes from the Housing Authonty Board He feels that if thaYs the case then we have been in violation for years So Mr Erwin indicated he would look mto it He reiterated that he was not questioning the attorney but the mterpretation we are receiving The other legal issue was the Agency's, legal counsel's comment on "Due Process Rights" He also mentioned Justm's previous comments that the City can not provide money or funds for anybody who is not doing something for the City He indicated his concern over this because policies can be waived and the City of Palm Desert makes donations, contnbutions, etc all the time So that was not a factual statement in his view He then discussed the role of this commission regardmg acquisitions and reminded staff that it conflicts with what is in the Commission's Mission Statement The last Ime on the Mission Statement says "It is the mission of the Palm Desert Housing Authonty to construct, acquire, rehabilitate, and operate affordable housmg pro ects for low, very low and moderate income person " He asked staff on how the Commission was going to be in compliance with that statement if acquisitions were the responsibility of the Council He suggested establishing a process so that somehow somebody knows whaYs going on with acquisitions but that staff can make the final decision Otherwise, why are we here He also noted that he hoped that a relationship can be developed between staff and this Commission so that there is full use being made of the skdls, expenence, and the knowledge of the members Justin McCarthy responded that he felt it would probably be helpful to bring in City Attorney and possibly Agency Legal Counsel to address some of those issues that have been raised Staff conveys information to the Commission after consultation with either the City Clerk, City Attorney or Agency Counsel Justin clanfied the differentiatfon m expending funds befinreen the "City" and "Agency" He also indicated that we are also limited as to the use of HA properties that have been acqwred with housing set aside funds 20% for anything other than their intended purpose which is long term affordable housing However, the aty can elect to use general fund money for other types of expenses because the city is a charter city, it creates iYs own rules that it operates under Mr McCarthy acknowledged the Chairman comments regardmg city donations to non-profits and things of that nature and noted that the City does have a mechanism if the city chooses to fund something, however the Agency is very limited in the that regard He noted that when we are talking about the Housmg properties that the Agency owns then there are sigrnficant constraints In terms of the semantic discussion regarding "vacancies" The Authonty properties do not "have vacancies" and we have a waiting list so filling units for a need thaYs inconsistent with the rules and regulations of the funding sources 3 Housing Commission Minutes December 7, 2005 would not be allowed With respect to the issue of "student housing" staff actually looked into that issue because we were approached by Cal State San Bernardino Palm Desert campus to help them build student housing at the new campus, and we were directed by our Agency Counsel that we could not do that with Agency Housmg funds He also indicated that being a student is neither a qualifier nor a disqualifier in terms their abdity to get on our waiting list for any of our properties Leo Sullivan indicated he agreed with Mr Dash's comments at last month's meetmg and explained that he too questions the need for the Housing Commission He noted that he feels that the Housing Commission seems to be becoming less and less necessary Justin McCarthy reminded the Commission that nght now we have 400 units in development, construction and rehabditation that are where they are today by virtue of the Commission's mput Consequently, we have met our target of approximately 1500 urnts with respect to the Stipulation Mr McCarthy also indicated that we expect to have a new Regional Housing Needs Assessment (RHNA) within the next three years, however, untd then we wdl not be in the pro ect mode that the Commission is accustomed to The Commission has assisted the Agency in achievmg a difficult goal He also referenced pendmg pro ects Country Vdlage cleanup and rehabilitation as well as the Estorna Protocol, an energy initiative to reduce energy use in Palm Desert by 30% per person The Commission is tasked with overseeing the management of the 1000 units operated by the Housing Authority The value of that asset is actually $70 mdlion as of last evaluation That is not an insigrnficant duty and yes that w ll include bnnging thmgs like roof contracts, etc , however, he pointed out a forward look will include the new RHNA and the new energy initiative The Commission has and does play a significant role with respect to policies such as rent setting, first time homebuyers, and the rental subsidy program The city attorney will attend a future meeting to discuss acquisitions B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review Housing Commission Minutes December 7, 2005 Janet Moore explamed to the Commission that no bids were received for the extenor budding renovations at California Vdlas, staff is asking for authonzation to negotiate directly with a qualified contractor C ri] E F RPM MONTHLY STATUS REPORTS The Monthly Status Report for November was reviewed by the Commission Commission agreed the second Report provided by RPM was very informational REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for October was reviewed by the Commission With respect to a question on the update of income levels, Janet Moore stated they are updated in March of every year REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for October was reviewed by the Commission HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Fiousing Authonty properties was prowded to the Commission The Thanksgiving luncheon that is put on by the staff of Las Serenas and Catalina Gardens was discussed and there were 75 dinners served at Las Serenas and 35 at Catalina Gardens Upon question regarding the conversion from AC to heat in the apartment units, Teresa Vakili explained that this process is done twice a year, which also allows RPM staff to do annual inspections of smoke detectors, filter mspections, etc Linda Ward raised a concern with the conversion of her unit and how she has experienced an increase in utdity bdls Teresa Vakdi wdl look into this issue Janet Moore reported that staff is in the process of soliciting bids for the ADA curbs at Las Serenas She noted that there was very little mterest from contractors recently and felt that the vendor list addition, for 5 Housing Commission Minutes December 7, 2005 discussion under New Business, wdl allow staff to negotiate with contractors directly G The Desert Sun article dated November 23, 2005 "City Plunks Down for Restaurant, Apartment " The Commission was provided with a copy a news article from the Desert Sun for review Larry Saindon expressed disappointment with staff for not informing the Commission of the acqwsition of Gasey's Restaurant as part of Country Village Apartments Staff apologized for inadvertently not informing the Commission and explained that Casey's Restaurant was purchased with Redevelopment money and did not reflect Country Village's budget, previously presented to this Commission for approval Janet Moore reiterated that the Housing Department had no involvement with the purchase due to the 20% Set Aside restrictions Jane Turner asked if a policy was in place to maintain Country Village as a senior complex Janet Moore explained the restnctions on the 20% with respect to its use by demographics in Palm Desert and noted this option has not been addressed but will be discussed with this Commission VI. NEW BUSINESS A Election of Officers for the Year 2006 A nomination was made to select Jane Turner as Chairman and Carne McLeod as Vice-Chair Both commissioners accepted the office to which they were elected Action Motion was made by Leo Sullivan and seconded by Larry Saindon to elect Jane Turner as Chairman and Carrie McLeod as Vice Chair commencing January 2006 of a term of one year pending the reappointment by the Council B California Villas — Re-surfacing of pool and spa Action Motion was made by Larry Saindon and seconded by Leo Sullivan to approve and forward a recommendation to the Palm Desert Housing Authority to authorize RPM Company to award contract to Kent G Housing Commission Minutes December 7, 2005 Westfall Piaster Service to resurface the interior of the pool and spa California Villas. Janet Moore reviewed the staff report and stated after inspections from the Health Department, it was recommended that the interior of the pool and spa be resurfaced prior to the next inspection C, One Quail Place — Playground Eqwpment Action Motion was made by Carrie McLeod and seconded by Jane Turner to approve and forward the recommendation to the Palm Desert Housing Authority to authorize RPM Company to award contract with Dave Bang Associates, Inc. to install playground equipment at One Quail Place. A visual design of the playground was displayed Janet Moore referenced two illustrations of the design concept attached to the staff report and stated that Dave Bang Associates utilized the site and existing shade structure appropnately as well as integrating a toddler swing (not dlustrated on the design) The equipment is fabncated of a plastic matenal with rounded edges for safety purposes The design concept was reviewed and determined as acceptable to the Parks and Recreation Manager Discussion ensued concerrnng the purpose of replacement and whether or not a playground is necessary It was discussed that a playground is appropnate at multi-famdy sites Groen the time constraints and imperative need of repairs, the Commission agreed to the installation of a playground eqwpment D Palm Desert Housmg Authority Vendor List - Amendment Action Motion was made by Leo Sullivan and seconded by Carrie McLeod to approve and forward the recommendation to the Palm Desert Housing Authority to utilize the additional named vendors on the Amendment to the Vendor List dated June 23, 2005. VII. CONTINUED BUSINESS A Rental Rate Increase Action Motion was made by Leo Sullivan and Carrie McLeod to approve and forward the recommendation to the Palm Desert 7 Housing Commission Minutes December 7, 2005 Redevelopment Agency and the Palm Desert Housing Authority to authorize a rental rate increase and establishing a procedure for setting rental rates, annually with Commissioner Linda Ward abstaining due to conflict of interest. Janet Moore rewewed the revised staff report and explamed the procedures and income levels that will be affected by the mcrease She stated the rental increase would generally only affect those tenants whose mcome exceeds 65% of the County income levei Increases over $50 wdl be implemented every six months thereafter until the entire mcrease has been realized VIII. INFORMATIONAL iTEMS A HOUSING AUTHORITY NEWSLETTER (DECEMBER) Newsletters were reviewed by the Commission Upon question of who will manage Country Village Apartments, it was explained that an onsite manager has not been appointed yet However, tenants are welcome to pay their rents at California Vdlas or One Quail Place. Dave Yngoyen stated that a constructability review is in process to determine the cond tion of the property From there, discussion wdl take place regarding its disposition B AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review Bryce White reported that the home on Cabnllo is 90% complete and the homeowners have paid off their loan C PALM VILLAGE APARTMENTS Bryce White distnbuted current construction p+ctures of the construction site of Palm Vdlage Apartments and provided an update D CATALINA GARDENS/PUEBLOS COMMUNITY ROOM/ PHASE II 20 ACRE SITE Bryce White distnbuted current construction pictures of the community room and 0 k` provided an update Updates were provided on the 20-Acre Site pro ects in a memo In regards to the single-famdy homes, Janet Moore stated that a groundbreaking is tentatively scheduled for January contingent upon completion of pads for marketing purposes It was explamed that the homes are targeted for moderate- income famihes Carne McLeod requested a thank you letter be extended to the staff of both Las Serenas and Catalina for the Thanksgiving dinners served For information purposes, Justm McCarthy stated that the City is in the process of negotiating land acquisition and requested a portion of tfiis land to secure for future housing, given the expectation of the future RHNA numbers IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Roger Dash ad ourned the meeting at 5 06 p m The next meetmg will be held on January 11, 2006. 1 PATTY LEON', RECORDING SECRETARY G\RDA\Patty Leon\WpdocsU-lousmg Comm ss onVvlmu[es 2005\12-7-OS Draft doc 0--083 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, HOUSING TECHNICIAN DATE DECEMBER8,2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Mmutes of November 9, 2005, approved at the Housing Commission Meeting held December 7, 2005 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director C a BY HOUSG AUTH ON 1-1-((o VERIFIED BY: rG Original on file with City Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES I. CALL TO ORDER NOVEMBER 9, 2005 ' Chairman Roger Dash convened the meeting at 3 30 p m II. ROLL CALL Present RogerDash Carrie McLeod Larry Samdon Jane Turner Linda Ward Members Absent Leo Sullivan Also Present Janet Moore, Housing Authonty Admmistrator Justm McCarthy, ACM for Redevelopment Dave Yrigoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Admirnstrator Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Company III. ORAL COMMUNICATIONS Janet Moore indicated there was a problem with the mailings of the Housing Commission agenda packets this month Some commissioners did not receive their packets in a timely manner Base on this, staff suggested that m the event the Commission did not have enough time to review the action items on the agenda, they could continue the items to the next meetmg for further review Housing Commission Minutes November 9, 2005 Commissioner McLeod suggested, as a tnal for December, to use Federal Express to delroer the packets Staff agreed to use this method for December and see if the Commission wished to continue this for future meetings IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of October 12, 2005 With a Motion made by Larry Saindon and seconded by Carrie McLeod the minutes were approved with Commissioner Jane Turner abstaining. Carne McLeod referenced the minutes on page 3 with regard to Leo Sullroan's remark of expressing dismay with the cancellation of two consecutive meetings She asked if the word "cancellation" was appropnate since the August meeting was approved as a dark month and September's meeting was canceled due to lack of agenda items Given that the minutes accurately reflect Commissioner Sullivan's remark, the minutes remain as is and staff will ask for clarification from the City Clerk for future meetings V. REPORTS AND REMARKS A COMMISSION REPORTS 1) Update on Hurricane Katnna disaster evacuees As a follow-up from the last meetmg with regard to the discussion of assisting displaced students from Lowsiana, the Commission was provided with information on housing assistance from vanous agencies includmg FEMA and a resource directory Justin McCarthy reported that he had contacted the dean from Cal State who mformed him that displaced students are eligible to be admitted to Cal State San Bernardino and its annexed facility in Palm Desert on the "instate tuition basis" In addition, free housing would be provided for up to one year or two semesters as well as establishing grants at the San Bernardino campus With respect to College of the Desert (COD), Janet Moore stated that COD is aware of the situation where these students have been displaced by Katnna and are open to assist if they can She also noted that staff met with the two council members that make up the Housing Sub-Committee and they suggested that staff work with both Cal State and COD to determine what avadable options there would be to assist these students since they are familiar with these types of programs E Housing Commission Minutes November 9, 2005 Staff indicated that all the displaced families that have come to our properties have been placed on the waiting list Justin McCarthy stated that he contacted legal counsel with respect to pnority placement It was viewed that because applicants currently on the wait list have what is called "due process rights", Katnna victims could not be accommodated as a pnonty He furthered discussed the issues of our local non-profit agenaes in terms of their resources being depleted, and that staff is in contact with legal counsel regarding the feasibdity of providing some sort of assistance to these agencies. Roger Dash commented that although he appreciated the work staff has made in terms of the information received, he was taken back at the response from staff when he first approached the Commission with this idea He stated he received very little response from the Commission because he felt they were unable to do so, yet received immediate response from staff of which he felt was negative He questioned the roll of this Commission and their responsibilities He expressed dissatisfaction with respect to the acquisition of Country Village Apartments and how the Commission was not informed Justin McCarthy responded that previous acquisition discussions with the Commission pnor to escrow closing were in fact an error on staffs part He stated that he had discussed this issue with the City Attorney who advised that acquisitions of real estate fall exclusively under the purview of the City Council and are confidential untd final In regards to the Commission going mto closed session and/or mforming the Commission of future acquisitions, the answer from the attorney was no However, staff is allowed to inform the Commission after a decision has been made from Councd He furthered noted that acquisitions are not made by the Housing Authority but by the Redeveiopment Agency Justin McCarthy reiterated the Agency's obligation with regard to housing actwities One responsibility mentioned was the general statutory requirement that the Agency has under the Redevelopment Law to prov de inclusionary affordable housing Secondly, there is a legal stipulated requirement that obligates the Agency to produce affordable housing to certam levels In an effort to achieve that, staff has been working very diligently over the last 36 months w th this body's assistance Discussion followed regarding the number of activities presented to this Commission and how those activities are currently in the execution and implementation phase In large part, because of the recommendations and gwdance of the Commission, the Agency was able to meet the legal stipulated requirement Roger Dash again raised a concern with regard to the Commissioners and their role He explained that some commissioners felt that it was needless to attend meetmgs, if all they are going to do is tell staff how to put a roof on a buddmg or to buy an aluminum pipe He stated that this Commission was mvolved in the 3 Housing Commission Minutes IYovember 9, 2005 legal Stipulation and appreciates the position staff has with respect to confidentiality But wherever he has been, you have a chairman and a vice chairman and you cover yourself by saymg "I have something here that I don't think should go before the Housing Commission" You don't even have to tell me what it is I'm sure Jane Turner would appreaate the same thing But it ust seems that this should be done Justm McCarthy responded that he addressed several issues today, one being the issue of real estate and responded as forthnghtly as he could having received direction from our legal counsel Mr Dash said it might be worthwhde to have either Justm or legal counsel specify what the Commission is responsible for and that wdl elimmate all of those problems Mr McCarthy asked that they keep in mind that there are things that are outside of the ngid descnption of the Commissions responsibilities that staff feels are important to review but there are certain things that staff can not bnng to the Commission Mr Dash recommended that staff inform this Commission of potential acquisitions without disclosing detads of such name or location Justin McCarthy reiterated that acquisitions are confidential, but that he can say at this time staff is actively m the process of identifying rental properties and/or vacant lands to acquire for future developments In regard to the acquisition of Country Vdlage Apartments, Janet Moore stated that this property was in negotiafions for a very long time She also noted that after viewing previous minutes, there was a simdar comment made at a meeting with respect to actroely lookmg for properties to acquire Roger Dash stated that he stdl did not get an answer to his question Janet Moore responded that the Housing Sub-Committee's suggestion was to look mto assisting local agencies who are already set up for this type of work for those victims interested in relocating to Palm Desert In addition to working with the two schools previously mentioned for those students that would like to go to school here Roger bash asked whether his proposal to work with several members of this Commission was stdl being considered or if it was off the table Justin McCarthy responded that the consensus is that the City would not be the "lead agency" with respect to providing direct assistance to evacuees The suggestion received from the Housmg Sub-Committee was to help facilitate the local non-profit organizations and/or schools, actively involved, accomplish their mission and bring some thmg to the City Councd for review Carrie McLeod inquired about the waiting list in terms of time Teresa Vakdi responded that depending on the income level it could be anywhere from 3 Housing Commission Minutes November 9, 2005 months to a year Ten famdies from Louisiana were recently placed on the wait list at One Quad Place with the understanding that other wait list applicants cannot be bumped Those famdies are currently seeking local employment RPM Company noted that they did offer employment to one member of the displaced families B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review C 0 Referenced was made to the pool demolition at Laguna Palms and how it would determine whether or not the other pool could be renovated and how Also addressed were the approved names of the single-famdy homes and the senior complex RPM MONTHLY STATUS REPORTS The Monthly Status Report for October was rewewed by the Commission As a request from the last meeting, a re-formatted report was provided to clarify the vacancies at the properties Teresa Vakdi explained the report REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for September was reviewed by the Commission C REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for September was reviewed by the Commission Janet Moore referenced the report's Net Operatmg Income with respect to the negative numbers at several of the properties She stated that although these numbers were anticipated, by not addressing regular rental rate increases such as the item requested under New Business for discussion it has exaggerated the problem 5 Housing Commission Minutes November 9, 2005 F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housmg Authonty properties provided to the Commission He distnbuted pictures of renovated intenor urnts from Neighbors and Taos Palms Apartments as well as the new madboxes installed at both properties Also distributed were pictures of Country Vdlage Apartments Upon question regarding the renovation plans for Country Vdlage Apartments, Janet Moore stated that an architectural assessment will be conducted Larry Saindon commented he would like to visit the property and tour an empty unit, Teresa Vakdi will coordmate G Special Engagement Review by Auditors Janet Moore updated the Commission on the recent audit report of approximately 650 Housing Authority tenant files and reported that one error was found This special audit was to determine if the affordable rental rates were calculated correctly, as well as ensure procedures that are in place are being followed VI. NEW BUSINESS A RENTALRATEINCREASE Janet Moore reviewed the Staff Report and stated that the City Attorney had made changes after the report was maded She recommended this item be continued to the next Housing Commission meeting to ensure the Commissioners have ample time to review Commissioners were encouraged to call Janet Moore with any questions or concerns pnor to the next meeting Action A motion was made by Carrie McLeod and seconded by Larry Saindon to continue this item to the next scheduled Housing Commission meeting of December 7, 2005 for further review VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (NOVEMBER Housing Commission Minutes Newsletters were reviewed by the Commission B. AGENCY HOME IMPROVEMENT PROGRAM t1PDATE November 9, 2005 An update on the Home Improvement Program was provided to the Commission for review Bryce White distributed pictures of the home located on Cabrdlo Street C. PALM VILLAGE APARTMENTS Bryce White distnbuted pictures of the construct on site of Palm Village Apartments and provided an update He stated that a proposal to implement photovoltaic, a solar electrical system at Palm Village Apartments wdl be presented to the City Councd D. CATALINA GARDENSIPUEBLOS COMMUNITY ROOMI PHASE II 20-ACRE SITE UPDATE: Bryce White distnbuted pictures of the community room and provided an update Cathy Walker provided an update of the 20-Acre Site pro ects in a memo Janet Moore reported that a groundbreaking is tentatively scheduled, Once the grading and pads are complete, invitations will be maded IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Roger Dash adjourned the meeting at 5:47 p.m. The next meeting will be held on December 7, 2005. s l. i PATTY LEOf, RECORDING SECRETARY 7 1•oB3 - PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, HOUSING TECHNICIAN DATE NOVEMBER15,2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meetmg Minutes of October 12, 2005, approved at the Housing Commission Meetmg held November 9, 2005 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director BY HOUSG AUTH ory I - R-o.S" VERIFIEp gY:,m Original on file with City Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES OCTOBER 12, 2005 I. CALL TO ORDER Chairman Roger Dash convened the meeting at 3 30 p m Present Roger Dash Carrie McLeod Larry Saindon Leo Sullivan Linda Ward Also Present Members Absent Jane Turner Janet Moore, Housing Authonty Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Administrator Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Company II. ROLL CALL III. ORAL COMMUNICATIONS Janet Moore introduced Jessica Gonzalez as the Management Analyst to the Redevelopment Agency 1 Housing Commission Minutes October 12, 2005 IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of July 13, 2005 With a Motion made by Leo Sullivan and seconded by Larry Saindon the minutes were unanimously approved with Commissioner Jane Turner absent. V. REPORTS AND REMARKS A COMMISSION REPORTS 1) Discussion regardmg disaster evacuees (Hurncane Katnna) Roger Dash shared his concerns with regard to victims affected by Hurncane Katnna especially students who were attendmg local universities in New Orleans He distributed an article published in the LA Times, which detaded how several universities were either closed or unable to fully function, as a result of the hurncane He indicated that this matter is being presented to the Housing Commission for consideration in establishing a sub-committee to determme whether or not the Housing Authority can provide assistance to those students affected by Hurncane Katnna Therefore, the idea is to transport these students to Palm Desert and prowde affordable housing as well as establishing some type of agreement with our local college and/or urnversity in order for them to finish their education Upon Roger Dash's request to add this item for discussion, Janet Moore stated that she had the opportunity to gather some information with respect to the City's involvement in the continwng efforts of prowdmg assistance to victims of Hurricane Katnna She mdicated that the City Council may already be considenng some sort of assistance and would like to forward Roger Dash's request to the Ciry Manager for direction She also noted that the Marnott Shadow Ridge housed approximately 15 families and that in the event they wanted to relocate to Palm Desert permanently we would send them information on what programs may be available to them The Commission agreed there are two separate needs education and affordable housing, and further discussed avadability within the properties and the provisions and reqwrements to comply with the 20% set-aside for housing Staff indicated there was no availability at our properties however, staff wdl contact legal counsel regardmg the feasibility of using 20% for this purpose 2 L_ Housing Commission Minutes October 12, 2005 From a policy standpoint, Justin McCarthy recommended that it be conveyed to the two counal members that review housing matters for their mput and direction As well as contacting representatives from College of the Desert and Cal State University on whether or not an outreach has been made to these students on their behalf It was the consensus of the Commission to allow staff to review this matter 0 C MONTHLY STATUS REPORT (September) Leo Sullivan inqwred as to the high percentage of vacancies at Desert Pointe and One Quad Place Teresa Vakdi explained that there are more vacancies currently due to move-outs and upgrades made to the intenor of units previously occupied by long-term residents These upgrades include new countertops, cabinets, re-carpeting, and accessibdity reconfigurations when feasible. Leo Sullivan expressed concern with the vacancy figures in September's Monthly Status Report and asked why the August report was not provided He expressed that he was also dismayed with the cancellation of two consecutive meetings and felt that the cancellation of one month was sufficient He noted that the members of this Commission are volunteers and are here to assist in the decisions that are being made Lmda Ward concurred with his remarks Carne McLeod requested that those monthly reports and/or updates be provided at the followmg meeting upon the cancellation of a meeting Janet Moore reassured the Commission that there were no action items dunng the last two months and nothing has been done differently over the last two monthes then what has been done in the past She also reported that the August monthly reports and updates were maded along with the notice of cancellation in September A request was made to explain the Monthly Status Report for better understandmg by the Commissioners Janet Moore suggested that Ms Vakili could prepare that for the next meeting REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for August was reviewed by the Commission 3 Housing Commission Minutes October 12, 2005 D REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for August was reviewed by the Commission E HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authonty properties provided to the Commission He provided a detad overwew of California Villas renovation pro ect with regard to Phase I and II Upon question if Franco Polo was the architect for this pro ect, James Conway stated that there were some legality issues with respect to submittals of documents to the Public Works Department and therefore, his contract was terminated Larry Samdon asked that the Commission be mformed of any changes with regard to contractors since he felt a great deal of consideration was made with respect to the selection process Justin McCarthy made not of the fact that the termination was a legal issue but that staff would keep the Commission mformed when possible Lmda Ward inquired on the timelme for the curb cut outs at Las Serenas James Conway replied that staff was in process of reviewing the assessment report provided by National Access Consultants He noted that we would accelerate the construction of handicap curbs as noted in the report F RESIGNATION LETTER FROM CHARLES HELSPER A resignation letter from Charles Helsper was provided to the Commission for review It was noted that a request for a commissioner would be provided in November's newsletter to tenants of the Housing Authority VI. NEW BUSINESS A COUNTRY VILLAGE APARTMENTS — BUDGET Action Motion was made by Carrie McLeod and seconded by Leo Sullivan to approve and forward recommendation to the Palm Desert Housing Authority Board to approve the Fiscal Year 2005-2006 operating budget for the 66 unit apartment complex currentiy known as Country Viliage Apartments and located at 42455 Washington Street. Housing Commission Minutes October 12, 2005 Janet Moore stated that staff of the Redevelopment Agency has been actively seeking properties with respect to avadable housing that could be purchased and then rehabditated Country Village Apartments was identified by Redevelopment Agency staff and was acquired on September 30, 2005 In order to operate the property a budget must be established A number of issues with respect to the property's condition were discussed Upon question regarding the confidentiality of acquisitions of real estate, it was explained that acquisitions are solely negotiated and authorized by the City Councd Larry Saindon commented that in the past acquisitions of properties were discussed with the Commission by Terre La Rocca Dave Yrigoyen explamed that because this is an open meeting, its a matter of public record and acqwsitions of real property are not public until finalized Several members of the Commission asked if they could go into closed session to discuss future acqwsitions Mr McCarthy confirmed that this is not discussed in open, public meetings but he wdl discuss with legal counsel and report back to the Commission Mr McCarthy also noted that he thought the Commission's authonty for closed session was for relocation appeals B ONE QUAIL PLACE - CARPORTS A Motion was made by Leo Sullivan and seconded by Carrie McLeod to add the amended staff report to the Agenda. James Conway distributed a revised staff report and briefed the Commission on the bid opening of October 10, 2005 He stated that out of three mterested firms only one bid was received However, certain required documents were incomplete resulting in re ection of the bid Staff is asking to re ect the bid and negotiate with the sole bidder Petronella Roofing Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authority to reject sole bid for non-responsive and authorize staff to negotiate with Petronella Roofing to provide contractual requirements for the re-roo£ng of all carports located at One Quail Place VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS 5 Housing Commission Minutes A. HOUSING AUTHORITY NEWSLETTER (OCTOBER) Newsletters were reviewed by the Commission B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE October 12, 2005 An update on the Home Improvement Program was provided to the Commission for review C. PALM VILLAGE APARTMENTS Bryce White distributed pictures of the construction site of Palm Vdlage Apartments and provided an update D. CATALINA GARDENS/PUEBLOS COMMUNITY ROOM/ PHASE II 20 ACRE SITE UPDATE: Bryce White distributed pictures of the proposed Catalma Gardens/Pueblos community room An update of the 20 Acre Site pro ects was provided in a memo by Cathy Walker Janet Moore reported that a couple of inembers of the City Council and staff are m the process of selecting a name for the smgle-family homes and the senior complex and would report it to the Commission at the next meeting IX. ADJOURNMENT With members of the Housing Commission concurrence, ChaiP Roger Dash adjourned the meeting at 5:00 p.m. The next meeting will be held on November 9, 2005. o PATTY LEON, RECORDING SECRETARY aa-o&3 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, HOUSING TECHNICIAN DATE OCTOBER13,2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of July 13, 2005, approved at the Housing Commission Meetmg held October 12, 2005 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director F BY HOUSG AUTH ON I ( - '7 - D,S VERIFIED BY:LL 0 Original on file with Gity Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES JULY 13, 2005 I. CALL TO ORDER Chairman Roger Dash convened the meeting at 3 30 p m II. ROLL CALL Present Roger Dash Charles Helsper Larry Saindon Leo Sullroan Jane Turner Lmda Ward Members Absent Carne McLeod Also Present Janet Moore, Housing Authonty Administrator Justm McCarthy, ACM for Redevelopment Dave Yrigoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Bryce White, Sernor Construction Contract Administrator Patty Leon, Recordmg Secretary Guest s Teresa Vakdi, RPM Company III. ORAL COMMUNICATIONS Chair Roger Dash thanked Vice-Chair Jane Turner for conducting June's meeting dunng his absence 1 Housing Commission Minutes July 13, 2005 IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of June 8, 2005 With a Motion made by Larry Saindon and seconded by Leo Suilivan the minutes were unanimously approved with Commissioner Carrie McLeod absent. V. REPORTS AND REMARKS A COMMISSION REPORTS No reports B SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission far review C RPM MONTHLY STATUS REPORT The Monthly Status Report for June was reviewed by the Commission A question regarding the Taos Palms report of one vacancy was reported to be a move out of by a long term resident The unit wdl be renovated pnor to re-leasmg D REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for May was reviewed by the Commission Upon question of the annual audits, Janet Moore stated that the auditors recently conducted a special engagement audit of all tenant files An update will be provided once the City Council has reviewed the report Also addressed were increases m rent due to an increase in Riverside Counfy HUD Incomes and a decrease in utdity allowances Janet Moore summarized the calculations of the utdity allowances received from Riverside County based on average usage for this area 2 Housing Commission Minutes July 13, 2005 E REPORT #2 - MONTHLY NET OPERATING iNCOME STATEMENT Report #2 for May was reviewed by the Commission F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authority properties provided to the Commission VI. NEW BUSINESS VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (JULY) Newsletters were reviewed by the Commission Upon question, Janet Moore updated the Commission on the clubhouse hours and landscaping suggestions discussed at the last meeting She stated that Las Serenas tenants would be surveyed with respect to the clubhouse hours The landscape requests have been forwarded to the City's Landscape Manager for rewew B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for rewew James Conway stated that five of the eight pro ects are sewer connections Janet Moore thanked James Conway and Debra Bradley (nat present) for processing an application in order to provide an AC unit to an elderly homeowner qwte expeditously C. PALM VILLAGE APARTMENTS Bryce White distnbuted pictures of the construction site of Palm Vdlage Apartments. He stated that construction is progressing on schedule and is expected to take 11 months with a completion date of March 2006 3 Housing Commission Minutes June 8, 2005 D. CATALINA GARDENSIPUEBLOS COMMUNITY ROOM/ PHASE II 20 ACRE SITE UPDATE: Bryce White distnbuted pictures of the proposed Catalina Gardens/Pueblos community room and reported that the pro ect is expected to take 6 months An update of the 20 Acre Site pro ects was provided in a memo by Lauri Aylaian There was discussion regarding the construction and design plans of the single- family homes and senior complex Dave Yngoyen stated that the mtent is to have the developer selected for this pro ect to bwld both pro ects The design plans have been reviewed and approved by the Adhoc Subcommittee, Housing Commission, and City Council and will be forwarded to the developer for construction IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Roger Dash adjourned the meeting at 4:10 p.m. The next meeting will be held on September 2005. lJ l. ( / -Y.V PATTY LEC N, RECORDING SECRETARY n r . I 1 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINI5TRATIVE SECRETARY DATE SUBJECT JULY 13, 2005 HOUSING COMMISSION MINUTES Attached are the Housmg Commission Meeting Minutes of June 8, 2005, approved at the Housing Commission Meetmg held July 13, 2005 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director l Jcl W L"B`v HOUSG AUTH oN `OS VERIFIED BY• '""-" i%l 1 Originai on file with Gity Cler c s Qfftce I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES JUNE 8, 2005 Vice-Chair Jane Turner convened the meeting at 3 30 p m II. ROLL CALL Present Charles Helsper Carne McLeod Larry Saindon Leo Sullivan Jane Turner Lmda Ward Also Present Members Absent Roger Dash Janet Moore, Housing Authonty Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housmg James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Admmistrator Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Company III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. June 8, 2005 A MINUTES of the Regular Housmg Commission meeting of May 11, 2005 With a Motion made by Leo Sullivan and seconded by Larry Saindon the minutes were unanimously approved. V CONSENT CALENDAR REPORTS AND REMARKS A. COMMISSION REPORTS No reports Q RPM MONTHLY STATUS REPOR7 The Monthly Status Report for May was reviewed by the Commission C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for Apnl was reviewed by the Commission D. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for Apnl was reviewed by the Commission E. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authonty properties provided to the Commission Upon question, James provided an update on the status of incorporatmg ADA ramps at Las Serenas He indicated he is working with a firm to assess the property and prepare a report in order to request proposals from contractors to begm the work All work performed will be m accordance with ADA requirements Linda Ward asked that staff review the removal of seasonal flowers at Las Serenas and asked if a different type of flower or plant swtable for all year would be a better solution It was explamed that the oversight of the Fa Housing Commission Minutes June 8, 2005 landscape maintenance of all nine properties are now handled by the City's Landscape Manager and the request wdl be forwarded to him for comment and/or suggestions Also addressed were the hours of the clubhouse at Las Serenas on Saturdays and Sundays It was noted that no activities were scheduled on the weekends The mad room and laundry facility remain open on the weekends Teresa Vakdi will work with staff to survey the residents VI. NEW BUSINESS A Renewal of Contract with Courtesy Patrol Services Rec By Minute Motion That the Housing Commission forvvards the recommendation to the Palm Desert Housing Authonty Board to authonze RPM Company to enter into a contract with O'Lmn Executive Security Serwce, Inc in the amount of $13 00 per bdled hour for courtesy patrol services at One Quad Place and California Villas and $13 50 per billed hour for foot, travel and response services at Laguna Palms, Neighbors, Desert Pointe, and Taos Palms Action Motion was made by Larry Saindon and seconded by Leo Sullivan to forward recommendation and was approved by unanimous vote, with Roger Dash absent. Clariflcation was made to the additional per hour cost of 50 at Laguna Palms, Neighbors, Desert Pointe and Taos Palms due to these properties reqwring travel between these properties on an as needed bas s B Renewal of Contract with Liberty Landscaping Rec By Minute Motion That the Housing Commission forwards the recommendation to the Palm Desert Housing Authority Board to authonze RPM Company to enter mto a contract with Liberty Landscapmg serwces in the aggregate amount of 23,868 per month for landscaping services for nine Housing Authonty Properties Housing Commission Minutes June 8,2005 Action Motion was made by Linda Ward and seconded by Larry Saindon to forward recommendation and was approved by unanimous vote, with Roger Dash absent. Janet Moore rewewed the staff report to renew the Contract with Liberty Landscaping She stated that a new proposal was provided by Liberty and was reviewed and acceptable by the Landscape Manager and as well as RPM Company Linda Ward commented that she was pleased with Liberty Landscape and that Las Serenas has improved over the years C Palm Desert Housing Authority Vendor List Rec By Mmute Motion That the Housing Commission forwards the recommendation to the Palm Desert Housmg Authonty to authonze RPM Company to utdize the vendors on the Palm Desert Housing Authonty Vendor List for purposes of providing recurnng, routine services, supplies, and maintenance to the Housing Authonty Properties Action Motion was made by Leo Sullivan and seconded by Carrie McLeod to forward recommendation and was approved by unanimous vote, with Roger Dash absent. Janet Moore explained the purpose for the Vendor List and how it will allow RPM Company the abdity to utdize companies for services and supplies as needed to operate the properties and get work done within reasonable time frames It was noted that the Vendor List will be updated as needed VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (JUNE) Newsletters were reviewed by the Commission B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission 0 Housing Commission Minutes for review C. PALM VILLAGE APARTMENTS June 8, 2005 Dave Yrigoyen reported that construction is in progress for the Palm Vdlage Apartments D. CATALINA GARDENSIPUEBLOS COMMUNITY ROOM/ PHASE II 18 ACRE SITE UPDATE: Dave Yngoyen reviewed the update provided to the Commission It was reported that the City Council has authorized the Agency to negotiate with Community Dynamics to develop the senior units and the single family homes on the 20 acre site IX. ADJOURNMENT Staff was asked if the Housing Commission wdl meet in August of which Janet Moore responded that due to the Authority Board's summer schedule there wtll not be any action items and therefore, the Commission agreed to postpone August meeting and combme it with the next meetmg on September 7 With members of the Housing Commission concurrence, Vice-Chair Jane Turner adjourned the meeting at 4:16 p.m. The next meeting will be held on July 13, l T 0.lJ-l.,lil.-f ( / x V PATTY LEON RECORDING SECRETARY GVtDAIPattyLeon\Wpdocs FlousmgComm stionVvtmu[es 2005\6-18-OS wpd 1 . PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE JUNE 9, 2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housmg Commission Meeting Minutes of May11, 2005, approved atthe Housing Commission Meeting held June 8, 2005 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director Y HC USG AUTH orv..n 05 VG-R(FlE1 8Y: .o- s'g n I on fi!t n t; ;:ty GRC:,r ; s°.c V l o CITY OF PALM DESERT HOUSING COMMISSION MINUTES CALL TO ORDER MAY 11, 2005 Chair Roger Dash convened the meeting at 3 30 p m II. ROLL CALL Present Members Absent Roger Dash Charles Helsper Carrie McLeod Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Janet Moore, Housing Authonty Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Ezell James, Housmg Programs Coordinator Bryce White, Senior Construction Contract Administrator Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Company III. ORAL COMMUNICATIONS Housing Commission Minutes CONSENT CALENDAR May 11, 2005 A MINUTES of the Regular Housing Commission meeting of April 13, 2005 With a Motion made by Leo Suilivan and seconded by Jane Turner the minutes were unanimously approved. V A. REPORTS AND REMARKS COMMISSION REPORTS No reports CQ SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDAITEMS Janet Moore reviewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT The Monthly Status Report for Apnl was reviewed by the Commission A reference was made to the high number of move-outs at One Quail Place Teresa Vakdi explamed the reasons for move-outs such seasonal moves and tenants movmg out of state REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for March was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for March was reviewed by the Commission An explanation was made regarding Neighbors Revenue Line Item "Other" showing a loss of $1,220 which is where lost revenue is recorded for employee occupied urnts Housing Commission Minutes May 11, 2005 Leo Sullivan questioned the high number of repairs and replacements at several of the properties Janet Moore explained that the amounts carned over from the prior year's budget were not completed untd the financial statements were finalized She stated that repairs budgeted for this fiscal year must be completed prior to the end of the year or #hose monies wdl be lost It was noted, that in the future, only the necessary improvements wdl be budgeted and used withm the 12 month penod G. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authonty properties provided to the Commission Reference was made to the new thermostats installed at Las Serenas James Conway reported that they were funded by the Gas Company, as part of an energy eff ciency program, at no cost to the properties Lmda Ward commented she was pleased with the new thermostats VI. NEW BUSINESS VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (MAY) Newsletters were reviewed by the Commission Jane Turner commented that the inserts were very informative B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review Janet Moore reviewed the update provided to the Commission stating new applications in process are not included in the report 3 v r a Housing Commission Minutes C. PALM VILLAGE APARTMENTS May 11, 2005 Bryce White circulated color pictures of the Palm Village Apartment site and provided the commission with a status update D. CATALINA GARDENS/PUEBLOS COMMUNITY ROOMI PHASE II 18 ACRE SITE UPDATE: Ezell James rewewed the update provided to the Commission for review Justin McCarthy reported that a firm is being recommended to the Agency Board on May 12, 2005 to develop the senior units and the single famdy homes on the Agency's 20 acre-site IX. ADJOURNMENT Roger Dash thanked Janet Moore for coordinating Dave Erwin's presence at the last meeting to discuss the Brown Act, and commented it was very informative He asked the Commission to identify any other information they would like to discuss at future meetmgs Jane Turner inquired as to why Desert Rose is no longer mcluded m the Agenda for discussion Janet Moore responded there are no significant items to report With members of the Housing Commission concurrence, Chairman Roger Dash adjourned the meeting at 4:16 p.m. The next meeting will be held on June 8, 2005. l.l'U U PATTY LEdN, RECORDING SECRETARY G \RDA\Patty Leon\Wpdocs\Housmg Comm sSmnVvtmu[es 2005\5-11-OS wpd G TO FROM DATE SUBJECT PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM RACHELLE KLASSEN, CITY CLERK PATTY LEON, ADMINISTRATIVE SECRETARY` MAY 12, 2004 HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of April13, 2005, approved at the Housmg Commission Meeting held May 11, 2005 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director BY HOUSG AUTH ON a'—OI VERIFIED BY: I r' , "` Original on fde with City Clerk's Office 0 CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES APRIL 13, 2005 Chair Roger Dash convened the meetmg at 3 30 p m II. ROLL CALL Present RogerDash Charles Helsper Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Carne McLeod Janet Moore, Housing Authority Admirnstrator Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Ezell James, Housing Programs Coordinator Bryce White, Sernor Construction Contract Administrator Patty Leon, Recording Secretary Guest s Dave Erwm, City Attorney III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR April 13, 2005 A MINUTES of the Regular Housing Commission meeting of March 9, 2005 With a Motion made by Leo Sullivan and seconded by Larry Saindon the minutes were unanimously approved. V. REPORTS AND REMARKS A. COMMISSION REPORTS No reports B. REPORT BY DAVE ERWIN REGARDING THE BROWN ACT CityAttorney Dave Erwin was introduced, and discussed the laws pertaining to the Brown Act and potential Conflict of Interest concerns He emphasized the importance of discussing agenda items at regular scheduled meetings as opposed to meeting outside this forum, as it is a violation of the Brown Act C. SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDAITEMS Janet Moore reviewed the memo provided to the Commission of agenda items and actions D. RPM MONTHLY STATUS REPORT The Monthly Status Report for March was reviewed by the Commission Leo Sullivan inquired as to low percentages of occupancy on the properties with the exception of California Vdlas and Laguna Palms Teresa Vakdi stated there was no particular reason to report but that it fluctuates dunng certain times of the year 2 Housing Commission Minutes April 13, 2005 E. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for February was reviewed by the Commission Jane Turner made reference to the market rate units on the Report and asked if those units affect applicants in need of affordable housing Janet Moore stated that based on the annual re-certifications of all tenants, some mcomes will exceed what the market level rent is, so they pay market rent, but are still considered affordable because their incomes are stdl within the accepted affordable maximum income (AMI) She furthered stated that staff is in the process of completing a formal survey of rental rates for all the properties F. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for February was reviewed by the Commission Jane Turner asked for clarification in the losses noted per property on the report Janet Moore explained that the negative figures resulted from work completed in the months of January, February and March Because the financial statements are completed in December for the pnor year, the amounts are not carned over from the pnor year until then Items carned over from the previous year are usually completed dunng these 3 months G. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authority properties prowded to the Commission H. PALM DESERT HOUSING AUTHORITY RESIDENT SURVEY (JANET) Commission was provided with the results of the survey mailed to all housing authonty tenants Janet Moore stated that although the percentage of responses received were low, they were comparable to last year and the overall report was acceptable There was discussion regarding the results and the number of responses and who typically responds Housing Commission Minutes VI. NEW BUSINESS A. RPM Company Fee Increase Rec By Minute Motion April 13, 2005 That the Housing Commission forv ards the recommendation to the Palm Desert Housing Authonty Board to authonze a$1 00 per door management fee increase of the Agreement for Management Services with RPM Company Action Motion was made by Jane Turner and seconded by Linda Ward to approve and forward the recommendation to the Palm Desert Housing Authority Board to authorize a$1.00 perdoor managementfee increase of the Agreement for Management Services with RPM Company. Janet Moore reviewed the staff report stating that it is within RPM Company's contract to increase their fee by $1 00 per door annually This will be effective July 1, 2005 She reiterated that the surveys are taken into consideration as well as the input from our Housing tour Larry Saindon questioned if a consideration had been made with regard to limitmg the amount of increase in the contract Janet Moore stated that the increase is limited by the contract itself because it is only a two year contract B. Boiler Enclosures - One Quail Place Rec By Minute Motion That the Housing Commission fonvards the recommendation to the Palm Desert Housmg Authonty Board to authorize RPM to enter into an agreement with 3-D Panel North Distnbutors for the replacement of 10 concrete boiler enclosures at the Housmg Authonty property known as One Quail Place Action Motion was made by Leo Sullivan and seconded by Larry Saindon to approve and forward the recommendation to the Palm Desert Housing Authority Board to authorize RPM to enter into an agreement with 3-D Housing Commission Minutes April 13, 2005 Panel North Distributors for the replacement of 10 concrete boiler enclosures at the Housing Authority property known as One Quail Place. C. Electrical Rewiring of Units - California Villas Rec By Minute Motion That the Housing Commission forwards the recommendation to the Palm Desert Housing Authority Board to authonze RPM to enter into an agreement with AAVCO Electric, Inc in order to mcrease the number of units rewired per month at the Housing Authonty property known as California Vdlas Action Motion was made by Leo Sullivan and seconded by Larry Saindon to approve and forward the recommendation to the Palm Desert Housing Authority Board to authorize RPM to enter into an agreement with AAVCO Electric, Inc. in order to increase the number of units rewired per month atthe Housing Authority property known as California Villas. It was explamed that the rewmng work wdl be in con unction with the rehabditation of the units and will not impact the vacancy rate D. 2005-2006 Housing Authority Budget Rec By Minute Motion That the Housing Commission forwardsthe recommendation tothe Financial Directorto include the 2005-2006 Palm Desert Housing Authonty Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Finance Plan for 2005-2006 to be presented to the Housing Authonty Board for approval at a future meeting Action Motion was made by Jane Turner and seconded by Larry Saindon to approve and forward the recommendation to the Financial Director to include the 2005-2006 Palm Desert Housing Authority Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Finance Plan for 2005-2006 to be presented to the Housing Authority Board for approval at a future meeting. Housing Commission Minutes April 13, 2005 Leo Sullivan requested that future budget information should be mailed pnor to mading the Agenda packets to allow sufficient time to review E. Housing Cooperation Agreement - DRAFT Rec By Minute Motion That the Housing Commission forwards the recommendation to the Palm Desert Housmg Authority to enter into a Housing Cooperation Agreement by and between the Palm Desert Redevelopment Agency and the Housing Authority Action Motion was made by Jane Turner and seconded by Linda Ward to approve and forward the recommendation to the Palm Desert Housing Authority to enter into a Housing Cooperation Agreement by and between the Palm Desert Redevelopment Agency and the Housing Authority. The staff report was presented in draft form, a question was raised regarding revisions and whether it would be brought back to the Commission for final rewew Janet Moore stated that if substantial changes are made to the report then it will be brought back to this Commission, otherwise it wdl be finalized and forwarded to Redevelopment Agency and Housing Authonty Boards for approval Janet Moore briefed the Commission as to the basis for entering into a contract between the Agency and the Authonty Staff explained that the agreement is basically to plan, undertake, construct, and fund Housmg pro ects such as the 26 senior housmg units, 94 smgle- famdy homes, and 14 self-help homes It is anticipated that the Agency will own the 26 unit complex and the Authonty will operate them, however, Justm McCarthy noted that the Agency Board makes the final determination VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (APRIL) Housing Commission Minutes Newsletters were reviewed by the Commission B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE April 13, 2005 An update on the Home Improvement Program was provided to the Commission for review A question was raised with regard to constructing additional rooms It was explained that it is within the parameters of the program m order to alleviate overcrowding m a home C. PALM VILLAGE APARTMENTS Bryce White reported that the contractor awarded for this pro ect has submitted the necessary documents reqwred by the bond company, and wdl move forward with construction D. CATALINA GARDENSIPUEBLOS COMMUNITY ROOM/ PHASE II 18 ACRE SITE UPDATE: Ezell James reviewed the update provided to the Commission for review Referencmg the 20 acre site, Ezell James stated that the deadline to submit proposals is Apnl 18 To date, eight developers indicated they will submit a proposal IX. ADJOURNMENT With members of the Housing Commission concurrence, Chairman Roger Dash adjourned the meeting at 4:55 p.m. The next meeting will be held on May 11, 2005. PATTY LEO , RECORDING SECRETARY G \RDAIPatry Leon\WpdocsWousmg CommissionlMmutes 2005\4-13-OS wpd PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE APRIL 14, 2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of March 9, 2005, approved at the Housmg Commission Meeting held April 13, 2005 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director I I BY HOUSG A TU H oN -B-D VERIFIED BY: Original on fde with City Clerk's Ot`ic CITY OF PALM DESERT HOUSING COMMISSION MINUTES MARCH 9, 2005 I. CALL TO ORDER Chair Roger Dash convened the meeting at 3 30 p m il. ROLL CALL Present Roger Dash Carne McLeod Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Janet Moore, Housmg Authonty Administrator Dave Yrigoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Ezell James, Housing Programs Coordinator Patty Leon, Recordmg Secretary Guest s RuthAnn Moore, Business Support Manager William Halom III. ORAL COMMUNICATIONS Housing Commission Minutes IV CONSENT CALENDAR March 9, 2005 A MINUTES of the Regular Housing Commission meeting of February 9, 2004 With a Motion made by Leo Sullivan and seconded by Larry Saindon the minutes were unanimously approved. U A. REPORTS AND REMARKS COMMISSION REPORTS Roger Dash extended his compliments and thanked staff for a well planned Groundbreaking Ceremony of the Palm Vdlage Apartments as well as the Housing Authority tour on March 4, 2005 He also thanked those commission members who attended the tour Jane Turner also thanked RPM Company for the informative handouts provided at the tour and stated that the properties were in impeccable conditions A power-point presentation was presented to the Commission The visual slide presentation detaded the funding sources, programs, pro ects, future developments, and economic developments of the Redevelopment and Housing Divisions L SUMMARY OF CITY COUNCIL AND REDEVE OPMENT AGENCY AGENDAITEMS Janet Moore rewewed the memo provided to the Commission of agenda items and actions C« RPM MONTHLY STATUS REPORT The Monthly Status Report for February was reviewed by the Commission Q REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT 2 Housing Commission Minutes March 9, 2005 Report # 1 for January was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for January was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authority properties provided to the Commission Leo Sullivan requested the number of rehabilitated units that are completed each month for California Villas and Laguna Palms be included in the update VI. NEW BUSINESS A One Quad Place - Re-roofing of all carports Rec By Minute Motion That the Housing Commission forwards the recommendation to the Palm Desert Housmg Authonty Board to authonze the City Clerk to advertise and call for bids for the re-roofing of all carports at the Housing Authority property known as One Quail Place Action Motion was made by Jane Turner and seconded by Larry Saindon to approve and forward recommendation to the Palm Desert Housing Authority Board to authorize to advertise and call for bids forthe re-rooFng of all carports atthe Housing Authority property known as One Quail Place with the understanding that an inspection of all posts be conducted prior to replacing the carports. James Conway reviewed the staff report and the scope of work provided Leo Sullivan questioned the conditions of the posts and asked if they had been previously inspected or will they be addressed as part of the scope of work James Conway stated visual inspections have been performed by R3 Housing Commission Minutes March 9, 2005 maintenance staff, but are not part of the re-roofing pro ect The suggestion was made to inspect the posts pnor to replacing the carports VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (MARCH) Newsletters were reviewed by the Commission B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review For informational purposes, itwas explained that James Conway is responsible for new applications receroed for the Home Improvement Program and Bryce White wdl contmue to oversee pro ects that were already in progress C. PALM VILLAGE APARTMENTS Janet Moore reported that the contract insurance, etc is being finalized D. CATALINA GARDENSIPUEBLOS COMMUNITY ROOM Ezell James reported that the contractor awarded foF this pro ect has submitted the necessary paperwork required in the contract to the City Clerk's office, and anticipates commencement of construction by March 15, 2005 E. PHASE II 18 ACRE SITE UPDATE: 1) SINGLE FAMILY HOMES 2) SENIOR COMPLEX Ezell James reported 28 responses were received as a result of a request for proposals for the construction of the single-famdy homes and senior complex In regard to the San Marino property, Ezell James stated that two non-profit organizations submitted proposals for the renovation pro ect and we are currently awaiting additional information requested 0 Housing Commission Minutes IX. ADJOURNMENT March 9, 2005 With members of the Housing Commission concurrence, Chairman Roger Dash adjourned the meeting at 4:39 p.m. The next meeting will be held on April 13, 05. C j/,`/ "`J PATTY LEON ECORDING SECRETARY G V2DA\Patty Leon\Wpdocs\Housmg Commiss on\Mmu[e5 2005 3-9-05 wpd r J-- - PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM. PATTY LEON, ADMINISTRATNE SECRETARY j - - DATE. MARCH 16, 2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of February 9, 2005, approved at the Housmg Commission Meeting held March 9, 2005 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Execut ve Director Y HOUSG AUTH pN • r i VERIFIED BY: ! Original on file with City erk's Office I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES FEBRUARY 9, 2005 Chair Roger Dash convened the meeting at 3 30 p m II. ROLL CALL Present Roger Dash Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Carne McLeod Janet Moore, Housing Authority Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housing Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Regional Supervisor Charles,Helsper, Potential Housing Commission Member III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR February 9, 2005 A MINUTES of the Regular Housing Commission meeting of December 8, 2004 Roger Dash referenced the minutes and made a correction to Page 2 and 3 With a motion made by Leo Sullivan and seconded by Larry Saindon, the minutes were unanimously approved as corrected. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS An mvitation to the Palm Desert Housing Authonty Property Tour was prowded in the Commissioners packets Roger Dash encouraged those who want to attend to notify Patty Leon as soon as possible As a request at the last meeting, a report on Housing Production Needs by Category was prowded to the Commission for review J Moore explained the comparison tables illustrated on the report B. SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDAITEMS Janet Moore reviewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT The Monthly Status Report for January was rewewed by the Commission D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for December was reviewed by the Commission Housing Commission Minutes February 9, 2005 E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for December was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housmg Authonty properties was provided to the Commission Janet Moore asked if the Commission had any questions on the update. Linda Ward expressed a concern as to why Sevilla Apartments have not removed their trash stored in view of residents at Las Serenas Staff wdl follow up with Code Compliance VI. NEW BUSINESS A Mid-Year 2004/2005 Budget Ad ustment Rec By Minute Motion. Forward to Finance Department the recommendation to request approval to appropnate funds for the mid-year budget adJustments for the hlousing Authonty properties Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward recommendation to Finance Directorthe recommendation to request approval to appropriate funds forthe mid-year budget adjustments for the Housing Authority properties Janet Moore made reference to the worksheet attached to the staff report, depictmg an increase to Advertising/ Promotional funds due to the increase in cost to advertise formal requests for bid for contractual services It was noted that this process has been established as a requirement and will be followed starting this year Also highlighted was Desert Pointe's increase to the Emergency Repair fund due to mold remediation Additionally, the Capital Expense Fund for California Villas increased to accelerate the interior repairs at California Villas 3 Housing Commission Minutes VII. CONTINUED BUSINESS VIII. REPORTS A. HOUSING AUTHORITY NEWSLETTER (FEBRUARY) Newsletters were rewewed by the Commission B. HOME IMPROVEMENT PROGRAM UPDATE February 9, 2005 An update on the Home Improvement Program was provided to the Commission for rewew Jane Turner inquired on the status of contracting with an outside consultant to oversee the program Janet Moore stated that two consultants were provided with the same number of HIP files along with parameters of the program Staff will recommend a consultant for this program once these files are complete and the services of each are reviewed It was noted that a fee will be paid to the consultant for their serwces C. PALM VILLAGE APARTMENTS Bryce White stated that a contract was awarded to the lowest bidder Information on the construction group was distnbuted to the Commission A groundbreaking ceremony has been scheduled for February 28, 2005, invitations have been maded D. CATALINA GARDENSIPUEBLOS COMMUNITY ROOM Ezell James reported that the City Council approved an award of contract to the lowest bidder of Commercial Diversify, a local company A Notice to Proceed wdl be issued once contractual requirements are met Work is expected to begm next month E. PHASE II 18 ACRE SITE UPDATE: 1) SINGLE FAMILY HOMES 2) SENIOR COMPLEX An RFP was prepared and sent to both non-profit organizations and for-profit developers, as reqwred in the Stipulation The RFP will encompass both the senior complex and the smgle family Housing Commission Minutes F. DESERT ROSE UPDATE February 9, 2005 J Moore reported seven resales are in process with identified buyers from the waiting list in place G. COPY OF THANK YOU LETTER TO COUNCII. REGARDING HOLIDAY PARTY A copy of the letter was provided to the Comm ssion for review and file H. COMMITTEE/COMMISSION MEMBERSHIP UPDATE FORM The Commission was asked to complete the Membership Update Form and include emad addresses if any IX. NEXT MEETING DATE IX. ADJOURNMENT With members of the Housing Commission concurrence, Chairman Roger Dash adjourned the meeting at 4:23 p.m. The next meeting will be held on March 9, 2005. i/' LC.I N PATTY LEO , RECORDING SECRETARY G \RDA Patry Leon\Wpdocs\Housmg Commission\Minures 2005 2-`J-0 Pd 5 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE FEBRUARY 10, 2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of January 12, 2005, approved at the Housing Commission Meeting held February 9, 2005 Please submit to the Housing Authonty Board Thank you t cc Carlos L Ortega, Executive Director i l cP . Y HOUS AUTH o-a a VERIFIED BY: f Original on file with City lerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES I. CALL TO ORDER JANUARY 12, 2005 Chair Roger Dash convened the meeting at 3 30 p m II. ROLL CALL Present Members Absent Roger Dash Carne McLeod Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Janet Moore, Housing Authonty Administrator Justm McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Regional Supervisor Charles Helsper, Potential Housing Commission Member III. ORAL COMMUNICATIONS Roger Dash opened the meeting by thanking the Commission for appointing him as Chairman He introduced Charles Helsper as a tenant from One Quad Place who is interested in serving as a member of the Housing Commission Housing Commission Minutes January 12, 2005 Larry Saindon stated he attended the Holiday Committee/Commission party held on December 4`h and was very pleased with the event and appreciation gift Commission agreed that a thank you letter should be extended to the City Council on behalf of the Housing Commission IV. CONSENT CALENDAR A MINUTES of the Regular Housmg Commission meeting of December 8, 2004 With a motion made by Leo Suilivan and seconded by Larry Saindon, the minutes were unanimously approved as presented. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS Roger Dash provided a background relative to his professional education He stated that he would like to devote a small amount of time at the beginning of the meetings to discuss issues, policies and/or events that impact the Commission's duties dunng Reports and Remarks Topics for future discussions will include, housing production and stipulation, sources of funds to the Housing Authonty, and tax credit pro ects B. SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDAITEMS Janet Moore reviewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT The Monthly Status Report for December was reviewed by the Commission D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for November was reviewed by the Commission P? Housing Commission Minutes January 12, 2005 Next month's report wtll show the bedroom units with a den at Las Serenas E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for November was reviewed by the Commission Janet Moore explained that the expenses incurred at Desert Pointe were due to mold remediation from a leaky faucet and the replacement of decomposed granite to the flower beds F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authority properties provided to the Commission Linda Ward asked about the number of handicap units at Las Serenas and if handicap parking was considered in close proximity of those units, as part of the handicap survey James Conway responded that there are a total of rnne units, and handicap parkmg spaces will be considered Discussion ensued concerning minor roof leaks and several trees that fell over due to bad weather conditions Janet Moore reported that the Housing Authority has been given approval to work with a city staff member who is a certified arbonst from the Landscape Department to oversee the landscape maintenance at our properties An inventory of all the trees wdl be created to determine the current conditions especially those at One Quail Place In addition, a tree plan will be prepared for all the Authority properties G. COPIES OF APPRECIATION LETTERS: Joanne Bice from Shelter from the Storm Las Serenas and Catatina staff from Housing Commission Copies of both letters were provided to the Commission for review VI. NEW BUSINESS Commission took the following action regarding the suggestion of Commissioner Saindon with regard to the Holiday Party Housing Commission Minutes January 12, 2005 MOTION that the Commission send a letter of gratitude to the City Council for the appreciation dinner and personalized momentous gift, was made by Larry Saindon and seconded by Leo Sullivan. The motion was unanimously approved. VII. CONTINUED BUSINESS VIII. REPORTS A. HOUSING AUTHORITY NEWSLETTER (JANUARY) Newsletters were reviewed by the Commission B. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review Janet Moore reviewed the update provided to the Commission. C. PALM VILLAGE APARTMENTS The pro ect is scheduled for a bid opening on January 18, 2005 To date, four contractors have picked up bid packages Commencement of the pro ect is scheduled approximately 2-3 months from City Council approval D. FIRST TIME HOMEBUYERS PROGRAM An update was provided to the Commission for review Janet Moore reported that the guidelines of the program were rewewed by the city's legal counsel and Carne McLeod of which received invaluable comments She asked Larry Saindon and Leo Sullivan if they would like to schedule a meeting to rewew the program Both agreed that it was su cient that smce Carrie McLeod reviewed the program and most familiar with mortgage lendmg, they felt her comments would be most important and they did not need to review it again Discussion followed with the qualifying cnteria of the program in connection with HUD income guidelines Housing Commission Minutes E. CATALINA GARDENSIPUEBLOS COMMUNITY ROOM January 12, 2005 Ezell James reported on the status of the bid opening scheduled earlier today and stated two bids were received Given that this is a prevading wage pro ect the bids received were sigrnficantly higher than budgeted Additional funding wdl be requested from the City Councd in order to complete the pro ect in a timely manner F. PHASE II 18 ACRE SITE UPDATE: 1) SINGLE FAMILY HOMES 2) SENIOR COMPLEX An update was provided to the Commission for review G. DESERT ROSE UPDATE J Moore reported that resales continue at Desert Rose and are identifying buyers from the waiting list in place IX. NEXT MEETING DATE A. SCHEDULE OF HOUSING COMMISSION MEETING DATES FOR 2005 A memo was provided to the Commission listing the Housing Commission meetmgs scheduled for 2005 Staff identified two meeting dates that occur after the regularly scheduled City Council meetings and in order to accommodate actions reqwred by the Commission on the Housmg Authority Agenda, staff suggests mowng the meetings to the Wednesday pnor With the Commission's concurrence the following action was taken MOTION to reschedule the meeting dates of September 14, 2005 to September 7`h, and December 14 to December 7`", was made by Linda Ward, and seconded by Carrie McLeod, and unanimousiy approved. IX. ADJOURNMENT With members of the Housing Commission concurrence, Chairman Roger Dash adjourned the meeting at 4:36 p.m. The next meeting wili be held on February 9, 1.AQ5. / / t Jl. IXIJ ' PATTY LEON, RECORDING SECRETARY G U2DA\Patty Leon\Wpdocs\Housmg Commission\Mmutes 2005\I-12-05 draft wpd a3o83 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARYP DATE JANUARY13,2005 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meetmg Minutes of December 8, 2004, approved at the Housing Commission Meetmg held January 13, 2005 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL 1C'1 I0 V; APPROVED DENIBD RECEIVED$ Fr e- OTHER MEETI DATF '"u7 AYES:nSr r Q1 Pi1 1 •;f c D1pgg. o P. „ .._ ,. ,- - ABSEN: ,e lu ABSTAZN• A 1^?- VEEtIFIED `BY• N 11K Ir priginal on F ile wit City Clerk's Office i I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES DECEMBER 8, 2004 Chair Larry Saindon convened the meeting at 3 30 p m Present Carrie McLeod Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Roger Dash Janet Moore, Housing Authonty Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housing James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Admirnstrator Ezell James, Housing Programs Coordinator Patty Leon, Recordmg Secretary Guest s Teresa Vakili, RPM Regional Supervisor Jim Foley, RPM Vice-President II. ROLL CALL III. ORAL COMMUNICATIONS Chairman Larry Saindon asked for oral commurncations, none 1 Housing Commission Minutes IV. CONSENT CALENDAR December 8, 2004 A MINUTES of the Regular Housing Commission meetmg of November 17, 2004 With a motion made by Leo Sullivan and seconded by Carrie McLeod, the minutes were unanimously approved as presented. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports B. SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDAITEMS Janet Moore rewewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT The Monthly Status Report for Novemberwas rewewed by the Commission Linda Ward suggested that unit types be corrected on the Monthly Status Report at Las Serenas to show the two types of units one-bedroom and one-bedroom plus den units. D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for October was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT Report #2 for October was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) P Housing Commission Minutes December 8, 2004 James Conway reviewed the update on the Housmg Authority properties provided to the Commission James Conway stated a walk-thru took place with Sam Szymanski with the Budding & Safety Department to identify ideal locations for handicap ramps and the need for additional handicap parking spaces m accordance with the reqwrements of the Americans with Disabdities Act Once staff receives a report from Ms Syzmanski, a scope of work wdl be prepared and will go out to bid Lmda Ward addressed the issue with Sevdla Apartments stonng trash and unused eqwpment along the chain-link fence in direct view of Las Serenas tenants James Conway wdl forward this issue to Code Compliance The Thanksgroing luncheon was discussed that is put on by the staff of Las Serenas and Catalina Gardens at those communities and the Commission agreed that a thank you letter should be extended to the staff of both properties from the Commission VI. NEW BUSINESS A Election of Officers Rec By Minute Motion A nomination was made to elect Roger Dash as Chairman and Jane Turner as Vice-Chair Jane Turner accepted the office to which she was elected, Roger Dash was not present to accept Action Motion was made by Linda Ward and seconded by Leo Sullivan to elect Roger Dash as Chairman and Jane Turner as Vice Chairman commencing January 2005 for a term of one year. B One Quad Place Tree Consulting This item has been pulled from the Counal agenda, and therefore staff is postponing this item unttl further notice Leo Sullivan asked if a report had already been done at One Quad Place regarding possible removal and replacement of trees Janet Moore 3 Housing Commission Minutes December 8, 2004 responded a plan was prepared to remove some of the trees, however, not all trees addressed at that time were removed Discussion followed as to the process of requesting qualifications for professional services and consulting services C RPM Agreement for Property Management Services Rec By Minute Motion That the Palm Desert Commission forwards recommendation to Housing Authonty to approve a contract with RPM Company to provide property management services to nine Housmg Authority properties Action Motion was made by Carrie McLeod and seconded by Leo Sullivan to forward recommendation to the Palm Desert Housing Authority Board to approve a contract with RPM Company to provide property management services to nine Housing Authority properties. Leo Sullivan inqwred as to the process of adding future acqwsitions by the Agency to the contract Janet Moore stated that it would depend on the type of work requested of RPM at the time of acquistion Discussion followed with clanfication to the monthly fee entitled to RPM per occupied units as depicted in the agreement VII. CONTINUED BUSINESS VIII. REPORTS A. HOUSING AUTHORITY NEWSLETTER (DECEMBER) Newsletters were reviewed by the Commission B. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review Bryce White rewewed the new formatted update and reported 12 properties that 0 Housing Commission Minutes December 8, 2004 are in the various stages of the process James Conway stated that staff met with two non-profit firms for consulting services to oversee the construction process of the program C. PALM VILLAGE APARTMENTS The pro ect is out to bid and will close on January 14'h Bryce stated he anticipates bidders this time around as he met with two contractors who have shown interest in the pro ect D. CATALINA GARDENS/PUEBLOS COMMUNITY ROOM An update was provided to the Commission for review Dave Yrigoyen reported that this pro ect is scheduled to go out to bid on December 13', with an openmg bid date of January 12, 2005 E. FIRST TIME HOMEBUYERS PROGRAM/PHASE II 18-ACRE SITE UPDATE The program is continwng revisions and wdl be rewewed by our legal counsel and Carre McLeod Dave Yrigoyen reported thatthe Planning Commission approved the Tract Map for the 18 Acre Site at its December 17' meetmg He noted that the pro ect received favorable comments by the Commission The next action will be the final approval by the Council F. DESERT ROSE UPDATE J Moore reported finro homes are the process of bemg resold At this point, Janet Moore reminded the Commission of the Commission/Committee holiday party on Saturday, December 11, 2004 at Desert Willow IX. ADJOURNMENT With members of the Housing Commission concurrence, Chairman Larry Saindon adjourned the meeting at 4:21 p.m. The next meeting will be held on January 12, 2005. c e PATTY LEON; RECORDING SECRETARY G \RDA Patty Leon\Wpdocs\Housmg Commiss onU1mu[e5 2004\I2-S-04 wpd as-o83 _ PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE DECEMBER 9, 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housmg Commission Meeting Minutes of November 17, 2004, approved at the Housing Commission Meeting held December 8, 2004 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director lTY COUNCIL ACTtON DENIE j1FPROVED E F 1e` — OTHE? CEIVED..' .a - 4EETING DATF `' U „ AyES:d\son FPrnt K._-fcs Eg. rJr>n 2r! _.._. - - ABSENT' ;\^ jiHSTAIN : , K. I rq VERIFIED BY: Clerk's OfficeOriginalonEilewithCity I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES NOVEMBER 17, 2004 Chair Larry Saindon convened the meetmg at 3 30 p m II. ROLL CALL Present Roger Dash Carrie McLeod Larry Saindon Leo Sullroan Jane Turner Linda Ward Also Present Members Absent Janet Moore, Housing Authonty Administrator Justin McCarthy, ACM for Redevelopment Dave Yngoyen, Director for Redevelopment and Housmg James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordmator Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Regional Supervisor Leonard Katz, Potential Housmg Commission Member Dana Johnson, Potential Housmg Commission Member Pattritz Perez, Potential Housing Commission Member III. ORAL COMMUNICATIONS 1 Housing Commission Minutes November 17, 2004 Larry Saindon addressed the visitors who were present as potential Housing Commission members and asked if they had any questions or comments at this time Linda Ward commented she recewed a letter from the Council informmg her of her re-appointment to this Commission effective February 12, 2004 IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of September 8, 2004 With a motion made by Leo Sullivan and seconded by Jane Turner, the minutes were unanimously approved as presented. MINUTES ofthe Regular Housing Commission meeting ofOctober 13, 2004 With a motion made by Linda Ward and Carrie McLeod, the minutes were unanimously approved as presented. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports B. RPM MONTHLY STATUS REPORT (OCTOBER) The MonthlyStatus ReportforSeptemberwas reviewed bythe Commission C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT AND REPORT #2 MONTHLY NET OPERATING INCOME STATEMENT(JUNE) Report # 1 and Report #2 for June were reviewed by the Commission 2 Housing Commission Minutes November 17, 2004 Janet Moore stated that Reports 1 and 2 for June have been finalized She noted that although books are closed on June 30th, final audit findings are provided to the Agency several months later D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT AND REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT(SEPTEMBER) Report #1 and Report #2 for September was distributed to the Commission for review E. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authonty properties provided to the Commission James Conway reported that the architectural design concepts for California Villas have been approved by the Landscape Beautification Committee and theArchitectural Review Committee, James Conwaywdl bnng the rendenngs to the next Housing Commission meeting as informational VI. NEW BUSINESS A California Vtllas - Re ect Bids for Intenor Unit Repairs Rec By Minute Motion That the Housing Commission forwards the recommendation to the Palm Desert Housmg Authority Board to authonze the re ection of bids for the intenor repairs to the California Villas Action Motion was made by Carrie McLeod and seconded by Leo Sullivan to forward the recommendation to the Palm Desert Housing Authority Board to authorize the rejection of bids for the interior repairs to California Villas. James Conway reviewed the staff report stating two proposals were received in response to the recent request for bids to accelerate the intenor unit renovations at California Vdlas. He noted that the lowest bidder's cost was significantly higher than expected and exceeded the pro ected budget Therefore, staff is recommending to formally re ect the bids 3 L. Housing Commission Minutes B Desert Pointe - Notice of Completion Rec By Minute Motion November 17, 2004 That the Housing Commission forwards the recommendation to the Palm Desert Housing Authonty Board to authonze the City Clerk to file a Notice of Completion for Contract HA - 21380 Zeus Construction, Inc Desert Pointe hallway renovation pro ect Action Motion was made by Jane Turner and seconded by Linda Ward to forward recommendation to the Palm Desert Housing Authority Board to authorize the City Clerk to file a Notice of Completion for Contract HA 21380 Zeus Construction, Inc. Desert Pointe Hallway renovation project. Larry Saindon requested an mformal tour of the property to review the existing conditions at Desert Pointe and Laguna Palms Staff wdl coordmate an informal tour for December 8, 2004 at 2•00 p m C Desert Pointe - Award of Contract Rec By Minute Motion That the Housmg Commission forwards the recommendation to the Palm Desert Housing Authority Board to enter mto Contract with Orange County Scaffold, Inc to construct working platforms to assist the artist in the staircases at Desert Pomte Apartments Action Motion was made by Carrie McLeod and seconded by Jane Turner to forward recommendation to the Palm Desert Housing Authority Board to enter into Contract with Orange County Scaffold, Inc. James Conway stated that as part of the hallway pro ect, in order to incorporate the mural to the extensive heights of the bwldings, a scaffold company with the appropnate msurance coverage is required to ensure the safety of the residents and artist In terms of liabdity issues, the artist has agreed to sign a waiver in the event of an accident whde on property, the Agency wdl not be held responsible VII. CONTINUED BUSINESS VIII. REPORTS C! Housing Commission Minutes A. HOUSING AUTHORITY NEWSLETTER (NOVEMBER) Newsletters were reviewed by the Commission B. HOME IMPROVEMENT PROGRAM UPDATE November 17, 2004 An update on the Home Improvement Program was prowded to the Commission for review Bryce White reported 20 participants in the program at this time He also stated that a consultant is currently being sought to conduct inspections as well as prepare the necessary documentation entaded with the work in progress For informational purposes, he also distnbuted an update on the Facade Enhancement Program C. PALM VILLAGE APARTMENTS Bryce White updated the Commission on the bid opening of October 18`h for the construction of the Palm Village Apartments stating that no bids were received He discussed issues surrounding liabdity msurance and bond requirements contained within the bid documents, which resulted in contractors losing interest in this type of construction pro ect. Furthermore, this pro ect received HOME funds from the Federal Government which necessitates having to pay Davis- Bacon prevaifing wage Once the revised bid documents have been finalized, the pro ect wdl once again go out to bid D. CATALINA GARDENS/PUEBLOS COMMUNITY ROOM Ezell James stated the design concept is in plan check (first submittal) Discussion ensued with the layout of the community room in proximity to the Sernor Center E. FIRST TIME HOMEBUYERS PROGRAM/PHASE II 18-ACRE SITE UPDATE Ezell James reviewed the update provided to the Commission Housing Commission Minutes November 17, 2004 In regard to the First Time Homebuyers Program, staff receroed some analysis from the consultant reviewing the program and that information is bemg used to make revisions to the program F. DESERT ROSE UPDATE J Moore reported three homes are the process of being resold At this pomt, Janet Moore remmded the Commission of the Commission/Committee holiday party on Saturday, Decembpr 11, 2004 at Desert Willow IX. ADJOURNMENT With members of the Housing Commission concurrence, Chairman Larry Saindon adjourned the meeting at 4:40 p.m. The next meeting will be held on December 8, 2004 at 3:30 p.m. PATTY LE0 1, RECORDING SECRETARY G V2DA Patty Leon\WpdocsWousmg CommissionVvlmu[e5 2004\I I-17-04 wpd ( as-o83 G 2- PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE NOVEMBER 18. 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of September 1, and October 13, 2004, approved at the Housing Commission Meeting held November 18, 2004 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director ITY COUNCIL ACTION: PROVED D$iQIED CSIVED t Fi IP OTHSR M STING DATE I-`'I-O{ As ss :s (''e era ,Son K l ui n i PaN7ss: nlone. 5 '— A$SENT: onP ASSTAIN: p e, VERIFI&D BY: K ( !ra_ Original on File withUCity C1erk's Office CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES SEPTEMBER 1, 2004 Chair Larry Samdon convened the meeting at 3 30 p m II. ROLL CALL Present Roger Dash Carne McLeod Larry Saindon Leo Sullivan Jane Turner Also Present r Members Absent Manny Reyes Lmda Ward Janet Moore, Housing Authority Admmistrator Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of RedevelopmenUHousing Lauri Aylaian, Redevelopment Manager James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Admirnstrator Ezell James, Housmg Programs Coordinator Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Regional Supervisor Jenrnfer Larson, Desert Sun ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR September 1, 2004 A MINUTES of the Regular Housmg Commission meeting of July 7, 2004. With a motion made by Leo Sullivan and seconded by Jane Turner, the minutes were unanimously approved as presented V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY AGENDA ITEMS AND ACTIONS Janet Moore reviewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT (JULY 8 AUGUST) The Monthly Status Report for July and August were reviewed by the Commission L Sullivan congratulated RPM for the 100% occupancy at One Quad Place T Vakili provided clanfication to Jane Turner regarding the rental rates atthe income levels of 65% and 75% at One Quad Place She stated that rental rates are determined based on family size and income In this case, HUD guidelines are actually higher than the market rate, therefore, RPM wdl use whichever rental rate is less L Saindon referenced the service requests generated for the month of July and asked on the high number of requests at Desert Pointe T Vak li replied that there were qwte a few AC request, given the heat in July Additionally, Desert Pointe was undergomg new management which causes tenants to come forward with issues they want corrected She added that the new property manager is doing a great ob and is tracking all service requests 2 Housing Commission Minutes September 1, 2004 L Sullivan questioned the carpet replacements at Las Serenas T Vakili stated that RPM has budgeted for carpet replacement for urnts occupied with long term residents C McLeod asked if the additional staff authorized for Laguna Palms have accelerated the rehabditation of urnts T Vakili clanfied that the additional staff was authonzed for California Villas, and yes they are now able to complete 8 units a month At this time Chairman Saindon requested to change the order of Agenda items and review Item F under Information Items Motion was made by Carrie McLeod and seconded by Jane Turner. D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (JULY & AUGUST) Report # 1 for July and August were reviewed by the Commission J Turner asked ifthe Reports had been updated with the HUD income limits J Moore replied that they were and offered to provide a copy of the HUD income guidelines for Riverside County at the next scheduled meeting E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT JULY) Report #2 for July was distnbuted to the Commission for review J Moore apologized to the Commission for providing July's Report the day of the meeting and stated it was being corrected due to mconsistencies m the formulas F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway reviewed the update on the Housing Authority properties provided to the Commission L Sullivan asked James Conway if he could emphasize the work being done on the properties J Conway stated that those properties are continumg day to day mamtenance due to move-outs and the rehabditation process 3 Housing Commission Minutes G. FIRST TIME HOMEBUYERS PROGRAM (EZELL) September 1, 2004 E James reported that corrections have been made to the program and were forwarded to our legal counsel for review, staff received it back yesterday At the beginnmg of today's meeting, Ezell James provided a complete packet to Carne McLeod for her review Carrie McLeod will forward her input to Ezell James VI. NEW BUSINESS A. DESERT POINTE HALLWAY PROJECT Rec By Minute Motion Action Motion was made by Jane Turner and seconded by Carrie McLeod to forward recommendation to the Housing Authority Board to Award of Contract No. HA to Mr. Guthrie for the mural work within the Desert Pointe Hallway/Staircase Project. James Conway reviewed the staff report prowded to the Commission L Sullivan asked on the significantly high increase in the cost of the mural from when this concept was first presented to the Commission J Conway replied that the artist wdl incorporate the artwork throughout the property as opposed to one hallway as onginally proposed He displayed two rendenngs provided by the artist to show how the artwork would be integrated B. DESERT POINTE HALLWAY PROJECT Rec By Minute Motion Action Motion was made by Carrie McLeod and seconded by Leo Sullivan to forward recommendation to the Housing Authority Board to approve Change Order No. 1 to Contract No. HA 21380, Zeuss Construction, Incorporated for a new flooring application atthe Desert Pointe Haliway Project. James Conway reviewed the staff report stating that several staff members had approached him with suggestions to upgrade the flooring After several meetings with staff and members of the City Council, it was decided to use a non-slippery stone tde firnsh that would compliment the mural A sample of the floor tdes selected were displayed by James Conway This treatment Housing Commission Minutes September 1, 2004 wdl be installed throughout the landings, haliways, and staircases Zeuss Company wdl sub-contract with Restora, a well known company who has earned a good reputation with this type of product C McLeod requested that language be added to Zeuss's Contract to ensure that Zeuss sub-contract with Restora C. LAGUNA PALMS EXTERIOR RENOVATION Rec By Minute Motion Action Motion was made by Carrie McLeod and seconded by Leo Sullivan to forward recommendation to the Palm Desert Housing Authority Board to enter into a contract with Prest Vuksic (Contract No. HA -_ for architectural design services and development of project scope for rehabilitation of the Laguna Patms Housing Development A revised staff report was distnbuted to the Commission to include the cost associated with the architectural design services and development of the pro ect scope for the rehabilitation of Laguna Palms Janet Moore introduced John Vuksic with Prest Vuksic Architect, who was present to answer any questions the Commission may have J Moore stated that after reviewmg the condition inventory provided by Mr Vuksic, a considerable amount of work to the structure is required in order to bnng the property up to Code as well as update the extenor aesthetics A color rendenng of Laguna Palms front entrance was displayed showing the property in its current condition and what the architect proposes to do Mr Vuksic also provided the Commission with conceptual design drawings of the upgrades proposed to be incorporated throughoutthe property Additional discussion followed relative to parking and carports, and it was noted that both will be addressed, if feasible, within the rehabditation VII. CONTINUED BUSINESS VIII. REPORTS A. HOUSING AUTHORITY NEWSLETTER (AUGUST AND SEPTEMBER) Newsletters were reviewed by the Commission Housing Commission Minutes B. HOME IMPROVEMENT PROGRAM UPDATE September 1, 2004 An update on the Home Improvement Program was provided to the Commission for review B White reported 25 participants in the program at this time. For informational purposes, he also provided an update on the Facade Enhancement Program C. PALM VILLAGE APARTMENTS B White reported that the existing wall has been demolished, and the construction of the new wall has started D. CATALINA GARDENS COMMUNITY ROOM E James displayed a conceptual color rendenngs of the proposed community room provided by Knsty Hanson He stated that the community room was reduced in size from 4200 to 3500 square feet The pro ect wdl be funded by CDBG mon es There was mention of a low garden wall to separate the Josfyn Senior Center and the community room thereby establishing a subtle boundary E. PHASE II 18-ACRE SITE UPDATE Ezell James reviewed the update provided to the Commission Conceptual design drawings of four models for the single-famdy pro ect were displayed E James stated that Kristy Hanson presented these drawmgs to the Adhoc Subcommittee at their last meeting and were approved The models include 2 single-story homes and 2 two-story homes consisting of three and four bedrooms The square footage will vary from 1568 to1632 Also discussed atthe Adhoc meeting were the seniorvdlas Linda Ward's concerns were addressed Staff advised that the senior villas and the community room concepts wdl be forwarded to the Architectural Review Committee this month for approval and then to the Plannmg Commission L Sullivan questioned the Commission's role with regard to approwng the projects, and conveyed that it appeared like the Commission was not being made part of the 0 approval process Staff explained that since these are Redevelopment Agency pro ects, notfunded bythe Housing Authority, technically itdid not require approval ofthis body, but would be provided to the Commission as informational Input from this Commission is very important when implementing pro ects such as these which is the reason for including Housing Commission members on the Adhoc Subcommittees In follow-up to the Commissions request at the last meeting, Justin McCarthy provided an organizational chart of the reorganization that occured with the departure of Terre La Rocca He gave an overview of the primary duties and responsibdities of staff Advised the Commission to contact Janet Moore with questions with respect to Housing Authority Properties, and Laun Aylaian with questions to pro ects that are in development or implementation Dave Yngoyen and Justm McCarthy wdl also be available to answer any questions from the Commission pertairnng to Redevelopment and Housmg forthe Cityof Palm Desert J Moore reported that several houses are in the process of being resold The highest sellmg pnce at Desert Rose is a three bedroom home for $114,000 J Moore announced that the Councd will meet once in November due to the observance of two recognized Holidays They are moving their first meeting to the third Thursday as opposed to the second Thursday Based on this, staff wdl ask the Housing Commission in October for permission to move their November meeting to the third Wednesday Miscellaneous Housing Commission Minutes F. PALM DESERT REDEVELOPMENT AGENCY ORGANIZATIONAL CHART G. DESERT ROSE UPDATE IX. NEXT MEETING DATE: September 1, 2004 Larry Samdon reported that he would not be able to attend the next Housing Commission meeting as he will be on vacation X. ADJOURNMENT With members of the Housing Commission concurrence, Chairman Saindon adjourned the meeting at 5:05 p.m. The next regularly scheduled meeting is set October 13, 20 4 at 3:30 p.m. r i PATTY LEO , R CORDING SECRETARY G\RDA PalryLeon\Wpdocs\Hous ngComm ssionUlmures 2004\9-1-04 wpd ca- CITY OF PALM DESERT HOUSING COMMISSION MINUTES OCTOBER 13, 2004 CA L TO ORDER Vice -Chair Roger Dash convened the meeting at 3 30 p m il. ROLL CALL Present Roger Dash Carne McLeod Jane Turner Linda Ward Also Present ill. Members Absent Larry Saindon Leo Sullivan Janet Moore, Housing Authority Administrator Justin McCarthy, ACM for Redevelopment James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator Patty Leon, Recording Secretary Guest s Teresa Vakili, RPM Regional Supervisor Edward Tavdl, Resident of Palm Desert ORAL COMMUNICATiONS Roger Dash introduced Mr Edward Tavdl, a resident of Palm DeseR, who expressed interest m serving as a member of the Housing Commission Staff explained to Mr Tavdl that the current vacancy requires re-appointment of a tenant from our Palm Desert Housing Authority properties 1 Housing Commission Minutes IV. CONSENT CALENDAR October 13, 2004 A MINUTES of the Regular Housing Commission meeting of September 8, 2004. Motion: The minutes of the September 1, 2004 meeting wdl be held for approval until the next meeting due to lack of quorum of those members in attendance at the September 1, 2004 meeting Linda Ward was asked to abstain from the motion due to her absence of that meetmg Lmda Ward called attention to Page 6, Item No VIII, Section E, clanfymg a statement made by a member with regard to the Adhoc Subcommittee meeting She stated that she was very pleased with the single-family pro ect but was not happy with the senior villas pro ect Staff was directed to remove the following statement by Mr Dash from the mmutes "t was pomted out that Linda Ward's concems were addressed and she seemed pleased with the outcome" Justin McCarthy commented for the record that a significant effort was made by staff and the architect to address numerous issues raised at the Adhoc Subcommittee meeting V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY AGENDA ITEMS AND ACTIONS Janet Moore reviewed the memo provided to the Commission of agenda items and actions She added that although the summary reported no agenda items, a staff report to acquire a Desert Rose home was forwarded to the Council to be considered at their October 14`h meeting This item does not require action from the Housing Commission as it pertains to the Redevelopment Agency Housing Commission Minutes October 13, 2004 C. RPM MONTHLY STATUS REPORT (SEPTEMBER) The Monthly Status Reportfor Septemberwas reviewed bythe Commission Carre McLeod asked for clarification on the percentage for Available to Rent category Teresa Vakili stated it was based on the avadability of units to prospective tenants as well as current tenants transfernng to a new unit D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(SEPTEMBER) Report # 1 for September were reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT AUGUST) Report #2 for August was distnbuted to the Commission for review F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMESj James Conway reviewed the update on the Housing Authority properties provided to the Commission Color pictures of the hallway and staircase rehabditation at Desert Pointe were distnbuted James Conway stated the rehab was moving forward Linda Ward raised a concern with Sevdle Apartments maintenance staff storing their trash and old appliances agamst the chain link fence ad acent to Las Serenas, in direct view of tenants, and asked if staff had addressed this issue with the owner James Conway reported that appropnate staff wdl be notified G. 2004 HUD Income Guidelines for Riverside County The 2004 Income Eligibdity Limits for Rroerside County was provided to the Commission for review The information is based on the Department of Housmg and Urban Development (HUD) annual income limits for the Riverside-San Bernardino metropolitan area c Housing Commission Minutes October 13, 2004 Janet Moore reviewed the mcome gwdelines and explained how mcome levels are determmed based on total household income and family size She stated that this year the HUD income had gone up considerably from last year H. Resignation Letter from Manny Reyes Roger Dash reviewed the resignation letter received by Manny Reyes, and asked that staff wnte him a letter of appreciation for h s service on behaff of the Housing Commission Staff has asked for direction from the City Clerk on the proper process to re- appointment a member from our Housing Authority properties A notice wdl be sent to every tenant from our properties via the newsletters Interested tenants are encouraged to attend several meetings before they are appointed by the Council Linda Ward commented that she had not received a notice from the City Clerk regarding re-appointment of her term which expired m December of 2003 Staff wdl notify the City Clerk VI. NEW BUSINESS VII. CONTINUED BUSINESS VIII. REPORTS A. HOUSING AUTHORITY NEWSLETTER (OCTOBER) Newsletters were reviewed by the Commission Jane Turner referenced a notice inserted m the newsletters for Las Serenas and inquired if there was a problem with rodents Teresa Vakili stated for health and safety reasons, tenants are being notified of certain conditions to avoid attracting rodents B. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review Housing Commission Minutes October 13, 2004 B Wh te reported 20 part cipants in the program at this time Upon questioned on the status of a property located on Cabnllo with regard to obtairnng the necessary insurance documents, Bryce White stated that all paperwork was received and is proceedmg with the construction Discussion ensued with properties of code violations and how Code Compliance will provide information on the HIP to homeowners B White stated that 40% of the applicants have a code issue For informational purposes, he also provided an update on the Facade Enhancement Program C. PALM VILLAGE APARTMENTS Bryce White updated the Commission on the progress of the Palm Vdlage Apartments He stated that the retaming wall is finished and was accepted by the surroundmg neighbors whose walls had to be demolished due to height hmitations Public notices requesting bids from interested parties for the construction of the apartments have been advertised in several newspapers Bryce stated he contacted Desert Contractors Association, as well as, contractors that picked up bid documents for our proposed Visitor Center pro ect A bid opening has been scheduled for Monday, October 18, 2004 D. CATALINA GARDENSIPUEBLOS COMMUNITY ROOM The design plans for the proposed community room have been forvvarded to Plan Check for review Jane Turner referenced a copy of the Senior Scene, a newsletter provided by the Josiyn Senior Center, m which it advertised the construction of the community room and the avadabdity to members of the Senior Center Ezell James stated he contacted Mr Michael Bernard, Executive Director of the Joslyn Senior Center, regarding this matter Given that the community room will be shared by both Catalina Gardens and Pueblos tenants, use of the facility will be allowed as the facility is available, however, our tentative calendar of events is qwte extensive E. FIRST TIME HOMEBUYERS PROGRAM Ezell James reported thatthe FirstTime Homebuyers Program is back in revisions Once the program has been reviewed by the Agency's consultant and staff, a copy wdl be provided to the subcommittee appomted to review the program PHASE II 18-ACRE SITE UPDATE Ezell James reviewed the update provided to the Commission The smgle-family and sernor vdlas pro ects are expected to go to the Architectural Review Commission on October 26, 2004, and then to the Planning Commission J Moore reported four homes are the process of bemg resold General discussion followed relative to the re-sale transactions A memo was provided to the Commission requesting permission to move the November meeting to the third Wednesday in order to ensure staff reports will be submitted to the Housmg Commission in a timely manner It was noted that the Councd meetings for November have been rescheduled to meet once on November 18, 2004 Housing Commission Minutes G. DESERT ROSE UPDATE IX. NEXT MEETING DATE: October 13, 2004 A motion was made by Carne McLeod and seconded by Jane Turner to move the meeting to the third Wednesday of November as opposed to the second Wednesday X. ADJOURNMENT With members of the Housing Commission concurrence, Vice-Chairman Roger Dash adjourned the meeting at 4:26 p.m. The next meeting will be held on November 17, 2004 at 3:30 p.m. l-CU I l PATTY LEON,"RECORDING SECRETARY G\RDA\Patty Leon\WpdocsWousing Comm ssmn\Mmutes 2004\I O-13-04 Draft 0 3-s 3 _ E I PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE SEPTEMBER 2, 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of July 7, 2004, approved at the Housing Commission Meeting held September 1, 2004 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVED DENIED RF.CE IV'$D P OTHER MEETI G DATE `"-%:f-f)j . ' x'1YES: C'.h nn ('r;rS eral15at1 KPlli y, IPna 1 Y30E 3 • N°''r , ABSENT: (y P ' AaSTAIN• n nP ' VERIFIED BY: k nklrq , ' Original on File with City Clerk's'Offiee CITY OF PALM DESERT HOUSING COMMISSION MINUTES JULY 7, 2004 I. CALL TO ORDER Cha r Larry Saindon convened the meeting at 3 30 p m II. ROLL CALL Present Carne McLeod Manny Reyes Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Roger Dash Terre La Rocca, Director of Housing Janet Moore, Housmg Authority Administrator James Conway, Construction Maintenance Inspector Bryce White, Senior Construction Contract Administrator Patty Leon, Recording Secretary Guest s Jim Foley, RPM Company Teresa Vakdi, RPM Regional Supervisor Laun Aylaian, Redevelopment Manager Dave Yngoyen, Director of RedevelopmenUHousing Jennifer Larson, Desert Sun III. ORAL COMMUNICATIONS A. Linda Ward stated that at the last adhoc subcommittee only one commission memberwas present, and requested thatthree commission members be appomted when formmg subcommittees to ensure attendance from at least two members 1 Housing Commission Minutes July 7, 2004 Staff was asked to research if a policy is in place when selecting Committee/Commission members for adhoc subcommittees B. Leo Sullroan spoke on behalf of the Commission and presented Terre La Rocca with a gift of appreciation, wishing her the best m her retirement Jim Foley expressed great appreciation and gratitude towards Terre La Rocca on behalf of himself and RPM Company He thanked her for her dedication and career- long commitment to the provision of, and the quality of living for, affordable housing IV. CONSENT CALENDAR A MINUTES of the Regular Housmg Commission meetmg of June 9, 2004. With a motion made by Leo Sullroan and seconded by Linda Ward, the minutes were unanimously approved as presented Jane Turner referenced the mmutes and asked if staff had researched whether the commission had approved the design layout of the senior complex Janet Moore responded that Ezell James would provide an update for that pro ect when that particular Agenda item is up for discussion V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY AGENDA ITEMS AND ACTIONS Janet Moore reviewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT (JUNE) 2 Housing Commission Minutes July 7, 2004 The Monthly Status Report for June was reviewed by the Commission Leo Sullivan inqwred on the significantly high percentage of vacancies and the time frame for completion of the urnts under renovation Jim Foley responded that as a continuing effort to accelerate the renovation of units at California Vdlas, two additional ourneymen and one maintenance supervisor were approved m the Palm Desert Housing budget for 2004-2005 He stated that the maintenance supervisor has expenence in the renovation field and will be a great asset dunng the property renovation The overall goal is to renovate 8 units a month at California Villas untd all units have been completed D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (JUNE) Report #1 for June was reviewed by the Commission Issues pertairnng to Section 8 assistance excluded from this report were discussed Report #1 only reflects what is collected from the tenants, however, Report #2 reflects all income received, including Section 8 assistance, under Total Rental Income It was pointed out that this report does not show the updated income limits received from HUD because they go mto affect m July, theywill reflect on the next report The mcome eligibility limit for a famdy of four is now $54,300 E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT MAY) Report #2 for May was rewewed by the Commission In response to a question asked by Larry Saindon as to why the category Other" shows a negative on certain complexes, Ms Vakdi explamed thatthe negative figures shown on the report reflect the manager and model units that do not coliect mcome F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) James Conway gave an oral update on the housing authonty properties The Desert Pointe hallway renovation process is underway E Housing Commission Minutes July 7, 2004 A draft of the Tree Management Plan was received from Arbor Life Consultant based on the evaluation of trees at California Villas Tnmming of all trees is currently taking place As a request made by a council member during our last Housing tour, that wrought iron radings be mstalled at certain locations in One Quad Place and Taos Palms to enhance the pnvacy of our residents Bids have been requested for this work Rehabilitation of urnts at both California Vdlas and Laguna Palms are contmwng Signage for both the front and rear at One Quad Place are being addressed, and wdl provide the Commission with information once completed G. FIRST TIME HOMEBUYERS PROGRAM (EZELL) Janet Moore mtroduced Redevelopment Manager Lauri Aylaian to the commission and stated she will oversee Redevelopment and Housing pro ects including those handled by Bryce White and Ezell James Ms Aylaian mdicated that the First Time Homebuyer Program is currently m admmistrative review Once all revisions have been made, it is expected to go to Councd m August, contmgent upon approval by the Housing Commission Discussion ensued as to whether it was necessary for the subcommittee to meet to review the final draft With all subcommittee members present, it was agreed to withhofd the meetmg Carne McLeod requested that a final draft be forwarded to her in advance once completed VI. NEW BUSINESS A. SERVICE CONTRACTS FOR PALM DESERT HOUSING AUTHORITY PROPERTIES Rec By Minute Motion 0 Housing Commission Minutes July 7, 2004 That the Housmg Commission recommends to the Palm Desert Housing Authonty Board to authorize RPM to enter into contracts with the followmg service providers for the term July 1, 2004 to June 30, 2005 1) Carpet Collection James Conway reviewed the staff report, statmg RPM solicited proposals for carpet seroices for all nine Housing Authonty properties on an as-needed basis Action Motion was made by Jane Turner and seconded by Linda Ward to forward recommendation to the Housing Authority Board to authorize RPM to enter into contract with Carpet Collection on an as-needed basis 2) O'Linn Executive Secunty Service, Inc James Conway reviewed the staff report and asked for the Commission's permission to approve the recommendation Discussion followed with regard to providing courtesy patrol serwces versus secunty Although a secunty company is contracted for this type of serwce, they are not obligated to enforce the law nor responsible for the safety of the residents, but have the authonty to report emergency response services Upon quest oned on why Laguna Palms was not included in the contract, Janet Moore responded that the property has not had significant issues, but will consider this option in the future if needed Action Motion was made by Carrie McLeod and seconded by Linda Ward to forward recommendation to the Housing Authority Board to authorize RPM to enter into contract with O'Linn Executive Security Service, Inc. in the amount of $106,060 for courtesy patrol services at One Quail Place and California Villas 3) V M Pool Service James Conway reviewed the staff report statmg only two proposals were received Pool maintenance will service all rnne properties Action Motion was made by Linda Ward and seconded by Manny Reyes to forward recommendation to the Housing Authority Board to authorize Housing Commission Minutes July 7, 2004 RPM to enter into contract with V. M. Pool Service for the annual amount of $31,800.00. 4) Liberty Landscaping James Conway reviewed the staff report Action Motion was made by Linda Ward and seconded by Manny Reyes to forward recommendation to the Housing Authority Board to authorize RPM to enter into contract with Liberty Landscape for landscape services for all nine properties. B. LAGUNA PALMS CONDITION INVENTORY Rec By Minute Motion That the Housing Commission recommends to the Palm Desert Housing Authonty Board to authonze staff to enter into a contract with Prest Vuksic Action Motion was made by Leo Sullivan and seconded by Jane Turner to forward recommendation to the Palm Desert Housing Authority Board to enter into a contract with Prest Vuksic (Contract No. HA -_ for architectural design services and development of project scope for rehabilitation of the Laguna Palms Housing Development Janet Moore stated that a tour took place with Dave Yngoyen of Laguna Palms Apartments concerrnng the safety issues and condition of the property Some areas of concern were discussed such as structural and safety issues Based on this, Mr Vuksic was contacted to compde an inventory of the conditions of the overall property In addition, he will provide a detaded report of ADA requirements in order to bnng the extenor and intenor of the units in compliance VII. CONTINUED BUSINESS VIII. REPORTS A. HOUSING AUTHORITY NEWSLETTER (JULY) Newsletters were reviewed by the Comm ssion B. HOME IMPROVEMENT PROGRAM UPDATE 0 Housing Commission Minutes JuIV 7, 2004 An update on the Home Improvement Program was provided to the Commission for rewew Bryce White reported that over 200 homes have been rehabditated to date Discussion foflowed with a bnef overview of CDBG funds received directly from the Federal Government as opposed to the County, which incurred administration cost CDBG funds have been reprogrammed to be utilized m other areas of the Housing Droision C. PALM VILLAGE APARTMENTS City Councd has authonzed the award of bid for the construction of a block wall, contract is m the process of being signed Bryce White prowded an update on the Facade Enhancement Program D. CATALINA GARDENS COMMUNITY ROOM Lauri Aylaian informed the Commission that a meeting has been scheduled on August 20`" to discuss the layout and design of the community room proposed at Catal na Gardens. Conceptual drawmgs wdl be presented by Knsty Hanson E. PHASE II 18-ACRE SITE UPDATE A presentation by Kristy Hanson will be provided at the August 20`h meeting with regard to the conceptual drawings for the smgle-famdy homes Lmda Ward was advised that her concerns regardmg the layout design of the senior complex were forwarded to Kristy Hanson for review and wdl be addressed at the meeting F. DESERT ROSE UPDATE Janet Moore reported that four properties are currently in the process of being re-sold At th s time Leo Sullivan asked for clanfication on the reorganization of Housing staff Terre La Rocca briefed the commission on the restructure of the Housing Division and announced that the Director for the Redevelopment Agency Dave Yrigoyen was appointed to oversee the Housing Division Dave Yngoyen introduced himself to the Commission Housing Commission Minutes July 7, 2004 Larry Saindon stated he requested an organizational chart of pro ects and scope of ob responsibilities at a meetmg with Justin McCarthy and Janet Moore Janet Moore advised that she will serve as the liaison for this Commission, and to direct any concerns or suggestions directly to her IX. NEXT MEETING DATE: A memo was provided to the Commission requesting the postponement of the August meeting and combine it with September's meeting on September 1, 2004 Followmg d scussion, the Commission agreed on the date X. ADJOURNMENT With members of the Housing Commission concurrence, Chair Larry Saindon adjourned the meeting at 4:45 p.m. to Wednesday, September 1, 2004, at 3:30 I k PATTY LEO . RECORDING SECRETARY G RDA\Pa[ty Leon\WpdocsWousing Commiss on\Mmutes@004VJ-04 wpd E PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE SUBJECT JULY 8, 2004 HOUSING COMMISSION MINUTES Attached are the Housmg Commission Meeting Minutes of June 9, 2004, approved at the Housing Commission Meeting held July 7, 2004 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL.ACTION: APPROVED • FtECEIVE ¢'... — AYES NOES :.I' ABSENT : C ASSTAIN• VERIFIED BY: Oriainal on File wi DENIED OTHEF w O W City Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES JUNE 9, 2004 I. CALL TO ORDER Chair Larry Saindon convened the meeting at 3 34 p m II. ROLL CALL Present Roger Dash Carne McLeod Larry Saindon Leo Sulhvan Jane Turner Linda Ward Also Present Mem6ers Absent Manny Reyes Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Senior Management Analyst Ezell James, Housing Programs Coord nator James Conway, Construction Maintenance Inspector Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Regional Supervisor III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A MINUTES of the Regular Housmg Commission meeting of May 12, 2004. With a motion made by Leo Sullivan and seconded by Linda Ward, the minutes were unanimously approved as presented 1 Housing Commission Minutes V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports June 9, 2004 B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT (MAY) The Monthly Status Report for May was reviewed by the Commission D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (MAY) Report #1 for May was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT APRIL) Report #2 for Apnl was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (JUNE) Newsletters were reviewed by the Commission VI. NEW BUSINESS A. SERVICE CONTRACTS FOR PALM DESERT HOUSING AUTHORITY PROPERTIES Rec By Minute Motion 2 Housing Commission Minutes June 9, 2004 That the Housing Commission recommends to the Palm Desert Housing Authority Board to authonze RPM to enter into contracts with the following service providers for the term July 1, 2004 to June 30, 2005 1) Dunphy's ExtermaPest Annual Pest Control Services James Conway reviewed the staff report, stating RPM solicited proposals for pest control services for all nine Housing Authonty properties, and ExtermaPest was the lowest bidder Services wdl mclude both the interior and exterior of each property Action Motion was made by Leo Sullivan and seconded by Linda Ward to forward recommendation to the Housing Authority Board to authorize RPM to enter into contract with Dunphy's Extermapest in the amount of $22,440 for the annual pest control services for all nine properties. 2) Millennium Carpet Cleaning and Dyeing Co James Conway distnbuted a revised staff report and explained the companson table dlustrated on the second page of the report Action Motion was made by Leo Sullivan and seconded by Jane Turner to forward recommendation to the Housing Authority Board to authorize RPM to enter into contract with Millennium Carpet Cleaning for carpet cieaning services on an as-needed basis for all nine properties. Motion was made by Jane Turner and seconded by Linda Ward to add the following items to the Agenda, unanimously approved'`** B. CALIFORNIA VILLAS INTERIOR UNIT RENOVATIONS Rec By Minute Motion That the Housing Commission recommends to the Palm Desert Housmg Authority Board to authonze the City Clerk to advertise and call for bids for the mtenor urnt renovations at the Housing Authority property known as California Villas Action Motion was made by Carrie McLeod and seconded by Linda Ward to forward recommendation to the Palm Desert Housing Authority Board to authorize fhe City Cierk to advertise and call for bids for the interior 3 Housing Commission Minutes June 9, 2004 unit renovations at the Housing Authority property known as California Villas. In follow up to the Commission's concern with regards to the significantly high vacancies at California Vdlas due to the renovations of urnts, James Conway has been working with the construction management firm to prepare a scope of work in order to request proposals from contractors to renovate the units remaining Currently units are bemg rehabditated by the maintenance staff for RPM, completing approximately 3 to 4 a month, this wdl continue untd contractor is m place A brief discussion followed regarding the time frame of the contract process and completion of the pro ect A pro ect time-line schedule wdl be provided by the contractor and stnctly followed as specified in the agreement C. CALIFORNIA VILLAS TREE TRIMMING Rec By Minute Motion That the Housing Commission recommends to the Palm Desert Housing Board to authorize RPM to enter mto a contract with Evolution Tree services in the amount of $17,327 for Phase I immediate need of tree pruning at Califorrna Vdlas Action Motion was made by Jane Turner and seconded by Roger Dash to forward recommendation to the Palm Desert Housing Authority Board to authorize RPM to enter into a contract with Evolution Tree Services in the amount of $17,327 for Phase I immediate need of tree pruning at California Villas As part of the 5 year plan prowded by Arbor Life Consultants with regards to the conditions of the trees at California Villas, it was determined that there is an immediate need to remove 10 trees and prune 148 mature trees With the assistance of the City's Landscape Department, staff requested proposals forthis work and received four proposals, Evolution Tree Services was the lowest bidder Discussion ensued regarding movmg forward with a tree serwce company as opposed to utilizing the city's landscape staff or Arbor Life Consultants Staff explained that this was not the role of the City landscape staff or Arbor Life Consultants Arbor Life created the Plan, a qualified tree serwce company with their own arbonst is necessary to complete and supervise the Housing Commission Minutes June 9, 2004 work Additionally, this would alleviate the city from certam liabdities responsibilities VII. CONTINUED BUSINESS VIII. REPORTS A. C C. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for rewew Jane Turner mquired on the progress of a property located on Cabnllo Terre La Rocca stated that the homeowner was asked to provide homeowners insurance pnor to starting work on the property PALM VILLAGE APARTMENTS As prewously mentioned contract was awarded to Palm Vdlage Apartments on the memo provided of agenda actions and items, a V2C Group for construction management services at HOUSING AUTHORITY PROPERTIES UPDATE James Conway rewewed the update on the Housing Authority properties prowded to the Commission D. HOVLEY GARDENS/PHASE II UPDATE; FIRST TIME HOMEBUYERS / RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS COMMUNITY ROOM Ezell James referenced the memo of the summary of agenda items and actions provided by Janet Moore and stated three items regardmg Phase II of the 40 acre site were approved at the May 13'h City Councd meetmg Linda Ward inquired if the ADHOC Subcommittee would be meeting soon to discuss the design layout of the senior complex Ezell James responded that the subcommittee had already rewewed the plans and had approved them, as well as the Housing Commission Linda Ward felt the decision made by the Commission to contract with Kristy Hanson for the architectural services did not necessanly include the design concept but m fact were presented as conceptual at that time and were not part of the recommendation for approval In order to make a determmation on how to proceed, it was agreed to have staff research the minutes to determine what action if any, was taken by the Commission regarding the approval with Knsty Hanson E. 42ND STREET SIDEWALKS No report was given F. DESERT ROSE UPDATE Janet Moore reported four properties are currently owned by the Agency Staff is in the process of identifymg buyers from our waiting list Terre La Rocca stated that the Council approved to release those urnts not located on Blueberry Lane There are 11 homes on Blueberry Lane with two being held by the Agency Leo Sullivan reverted back to the First Time Homebuyers Program and asked on the date of the subcommittee meeting A meetmg was scheduled on June 16, 2004 at noon with Carrie McLeod, Leo Sullivan, Larry Samdon, Terre La Rocca, and Ezell James Lunch will be provided At this time, Terre La Rocca announced she wdl retire from the City of Palm Desert, her last day being July 9, 2004 Commission congratulated Terre and wished her the best IX. ADJOURNMENT Housing Commission Minutes June 9, 2004 Due to the summer schedule of City Councd meetings, staff requested from the Commission approval to move the next scheduled Housing Commission meeting date of July 14`h to July 7`h in order to allow items to be presented in the July Council Meeting With members of the Housing Commission concurrence, Chair Larry Saindon ourned the m ting at 4:45 p.m. to Wednesday, July 7, 2004, at 3:30 p.m. l l l.l.JL./ PATTY LEOw, RECORDING SECRETARY G \RDA\Patty Leon\\4pducs\Hous ng Comm ssmnU-imutes 2004\G-9-O4 Pd 23-a43 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE JUNE 10, 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of May 12, 2004, approved at the Housing Commission Meeting held June 9, 2004. Please submit to the Housmg Authonty Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVED , DENIED RBCSIVED Ki IP. OTH yI'R MEETING DATE {—(l} — NOES:m C r_ F ra < '/v, !P n u AHSENT: NonP, - .-_ ABSTAIN: /OYIP ' VERiFIED BY: KL KIrq Original on File withUCitp Clerk's Office- CITY OF PALM DESERT HOUSING COMMISSION MINUTES MAY 12, 2004 I. CALL TO ORDER Chair Larry Saindon convened the meeting at 3 30 p m II. ROLL CALL Present RogerDash Carne McLeod Manny Reyes Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Terre La Rocca, Director of Housing Janet Moore, Senior Management Analyst Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator James Conway, Construction Mamtenance Inspector Patty Leon, Recordmg Secretary Guest s Teresa Vakili, RPM Regional Supervisor III. ORAL COMMUNICATIONS Larry Saindon congratulated Ezell James as the 2004 Hall of Fame Recipient He receroed the Outstanding Alumni Award given to former students of College of the Desert on April 24, 2004 1 Housing Commission Minutes IV. CONSENT CALENDAR May 12, 2004 A MINUTES of the Regular Housing Commission meeting of April 14, 2004. With a motion made by Leo Sullivan and seconded by Jane Turner, the minutes were unanimously approved as presented. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of agenda items and actions C. RPM MONTHLY STATUS REPORT (APRIL) The Monthly Status Report for April was reviewed by the Commission Carrie McLeod inquired if the maintenance staff at our Housing Authonty properties have master keys, and what are the restnctions for entenng occupied units Teresa Vakili responded that tenants must give permission, dunng the execution of the lease agreement, or schedule an appointment with the sales office to enter their units, unless there's an emergency or the request is of a routine nature such as changmg the AC units from heat to cool or visa-versa D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (APRIL) Report #1 for Apnl was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT MARCH) Report #2 for March was rewewed by the Commission. E Housing Commission Minutes May 12, 2004 F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (MAY) Newsletters were reviewed by the Commission G. DESERT SUN NEWS ARTICLE -"NEW HOUSING DEVELOPMENT OFFERS HOPE FOR NEW BUYERS" A copy of a news article from the Desert Sun was provided to the Commission as information Terre La Rocca reviewed the article stating a new local non-profit organization is providing assistance to low income families within the valley m addition to Coachella Valley Housing Coalition H. A DANIEL WEINTRAUB ARTICLE PUBLISHED APRIL 27, 2004 A copy of a Daniel Weintraub article regarding Inclusionary Housing was provided to the Commission for review VI. NEW BUSINESS A. CALIFORNIA VILLAS RENOVATION PROJECT Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housing Authonty to authonze the award a contract to V2C Group, Inc , for construction management services for the California Vdlas renovation pro ect Action Motion was made by Carrie McLeod and seconded by Linda Ward to approve and forward recommendations to the Palm Desert Housing Authority to award a contract to V2C Group, Inc., James Conway reviewed the staff report stating four firms submitted proposals for construction management services of the renovation pro ect at Califorrna Vdlas, and V2C Group was chosen as the best qualified V2C Group will assist staff with managing the exterior renovation 3 Housing Commission Minutes May 12, 2004 B. CHANGES TO THE 2004-2005 OPERATING CAPITAL AND REPLACEMENT BUDGET Rec Sy Minute Motion That the Housing Commission approve and authonze changes to the 2004- 2005 operating capital and replacement budget and request the Finance Directorto include them m the City of Palm Desert Comprehensive Financial Plan for 2004-2005 Action Motion was made by Leo Sullivan and seconded by Manny Reyes to approve and authorize changes to the 2004-2005 operating capital and replacement budget and request the Finance Director to include them in the City of Palm Desert Comprehensive Financial Plan for 2004-2005 As a follow up to the Commissions concerns addressed at the previous meetmg regarding the bank charges, Janet Moore stated that a complete rewew of the actual bank charges for previous years was conducted with the Finance Director and RPM's accounting staff Due to the elimmation of the sweep account the budget has been ad usted to a standard amount of 250 00 per complex to cover such things as checks, deposit slips and endorsement stamps Additionally, staff has included a budget for Laguna Palms rehabilitation. When a capital expenditure is expected an estimated amount should be budgeted to set-aside the money for that purpose VII. CONTINUED BUSINESS VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review Bryce White reported 12 homes in progress The program continues to be self- sustaining allowing CDBG funds to be expended on other pro ects B. PALM VILLAGE APARTMENTS Bryce White prowded a tentative schedule of the construction of the Palm Vdlage Housing Commission Minutes May 12, 2004 Apartments He gave a bnef overview of the vanous preparations m order to obtain approval of the pro ect C. HOUSING AUTHORITY PROPERTIES UPDATE James Conway reviewed the update on the Housing Authonty properties provided to the Commission Leo Sullivan inqwred if the proper guidelines for contractual serwces will apply with Restora for the floor treatment at Desert Pointe as directed by two council members noted on the update. Terre La Rocca clanfied that councd does not direct staff to uttlize specific contractors but can make recommendations, as previously done during our Housing tours In this case, it was the entire council who suggested considenng Restora for the floor treatment based on the quality of work performed D. HOVLEY GARDENS/PHASE 11 UPDATE; 42ND STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS COMMUNITY ROOM Ezell James reviewed the updates of pro ects prowded m a memo A second meetmg was requested by the Adhoc Subcommittee to finalize the changes made to the First Time Homebuyers Program for final approval Due to conflicting schedules, a meeting has been tentatively scheduled forJune 16, 2004 Time to be advised E. DESERT ROSE UPDATE Terre La Rocca reported froe properties currently in the process of bemg acquired by the Agency As previously mentioned at the last meetmg, the Agency was directed by the Councrl to hold properties pending the e ension of EI Dorado Staff wdl request release of those units not located on Blueberry Lane IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Larry Saindon adj t eet at^ 4: p.m. to Wednesday, June 9, 2004, at 3:30 p.m. U J PATTY LEON, F CORDING SECRETARY G\RDA PattyLeon\Wpdocs\HousingCommissionVvimutes 2004\5-12-04 wpd I PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE MAY 13, 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meetmg Minutes of April 14, 2004, approved at the Housmg Commission Meeting held May 12, 2004 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVEC DSiiIBD RECEIVEU , F OTilEP MEETING AATE` AYES:.e1 e.LSnn*K r (° ri+cs NOES• '!en - - ABSENT • a)I e,l ABSTAIN: n1 Mnr. VERIFIED BY: k Ir Oriaan l on File with CitX Clerk's Off @ I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES APRIL 14, 2004 Chair Larry Samdon convened the meetmg at 3 30 p m. II. ROLL CALL Present Roger Dash Carne McLeod Manny Reyes Larry Saindon Leo Sullivan Jane Turner Also Present Members Absent Linda Ward Justm McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housmg Janet Moore, Senior Management Analyst Bryce White, Senior Construction Contract Admmistrator Ezell James, Housing Programs Coordmator James Conway, Construction Maintenance Inspector Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Regional Supervisor III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR April 14, 2004 A MINUTES of the Regular Housing Commission meeting of March 10, 2004. With a motion made by Leo Sullivan and seconded by Carne McLeod, the mmutes were unanimously approved as presented V. INFORMATIONAL ITEMS A. COMMISSION REPORTS B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo prowded to the Commission of actions from the City Council meeting of March 11, 2004 C. RPM MONTHLY STATUS REPORT (MARCH) The Monthly Status Report for January was reviewed by the Commission Questioned on the percentage of vacancies being sigrnflcantly high at Califorrna Villas and Laguna Palms, Teresa Vakdi stated it was due to the on-going renovations of urnts at both properties A request was made for two additional ourneymen m the upcoming budget m order to turn over units qwcker Discussion followed with a suggestion to possibly hire an independent outside firm in order to accelerate the renovations of those units Expected date of completion is December of 2004 D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(MARCH) Report #1 for January was rewewed by the Commission Jane Turner questioned the average monthly rate of $248 at Las Serenas for a one bedroom one bath unit Teresa Vakili responded the report reflects the rent portion collected from the tenant and does not reflect other assistance such as section 8 2 Housing Commission Minutes April 14, 20U4 E. REPORT #2 - MONTHLY NET OPERATING INGOME STATEMENT FEBRUARY) Report #2 for December was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (APRIL) Newsletters were reviewed by the Commission Teresa Vakdi reviewed the activities planned for Easter G. DESERT SUN NEWS ARTICLE - INCREASED ZONING FOR AFFORDABLE HOUSING PREDICTED" Copies of a Desert Sun new article was dsstributed to the Commission as informational Janet Moore gave a bnef overview on mclusionary housing and zonmg, stating this is a requirement of the State for developments within Redevelopment Pro ect Areas She stated that an Inclusionary ordinance, adopted by various cities, requires developers of new market value housmg to include a certain percentage of units affordable to very-low, low and moderate income households The mclusionary units typically have rents or sales pnces restncted by covenants for a specified term of affordabdity Developers can opt-out from offenng the reduced rate units by paying on m- lieu fees H. NATIONAL MULTIFAMILY REPORT A copy of the National Mulit-famdy Report from Hendncks & Partners was prowded to the Commission for review I. SURVEY RESULTS FOR 2003 Commission was provided with the results of the survey maded to all housing authority tenants • Housing Commission Minutes April 14, 2004 Leo Sullivan asked for clarification of percentages significantly high m the fair and poor categories with regards to timely response to maintenance requests and quality of maintenance work performance Teresa Vakili stated both issues have been addressed and are being corrected VI. NEW BUSINESS A. RATIFICATION OF A$1.00 PER DOOR MANAGEMENT FEE TO RPM COMPANY Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housing Authority to ratify a$1 00 per door management fee increase to the agreement for management services with RPM Company Action Motion was made by Leo Sullivan and seconded by Manny Reyes to approve and forward the recommendation to the Palm Desert Housing Authority to ratify a$1.00 per door management fee increase for management services with RPM Company Janet Moore stated RPM's 2 year contract expires December 315` of this year The ratification of a$1 00 per door will be effective July 1S` for the duration of the contract B. CALIFORNIA VILLAS TEMPORARY LICENSE AGREEMENT Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housmg Authorityto negotiate Temporary License Agreements with residents whose properties share property line with California Villas Action Motion was made by Leo Sullivan and seconded by Manny Reyes to approve and forward the recommendation to the Palm Desert Housing Authority to negotiate Temporary License Agreements with Residents whose properties share property line with California Villas James Conway reviewed the staff report which included pictures of the locality of the wall He indicated that the block wall is complete, and due to 0 Housing Commission Minutes Aqril 14, 2004 the elevation differences, of two feet, license agreements wdl be negotiated with the ad acent property owners so that they may take advantage of the space between the new wall and their property Motion was made by Leo Sullivan and Carrie McLeod to add Palm Village Apartments staff report to the Agenda** C. PALM VILLAGE APARTMENTS Rec By Minute Motion. Thatthe Housing Commission approve and forward recommendation to the Palm Desert Housing Authority award of contract No R- to V2C Group Inc , for construction management services for the Palm Vdlage Apartments Action Motion was made by Carrie McLeod and seconded by Manny Reyes to approve and forward the recommendation to the Palm Desert Housing Authority award of contract to V2C Group, Inc., for construction management services for the Palm Village Apartments Bryce White distnbuted and reviewed the staff report He stated that four proposals were submitted from Wddan Group, Harnson Associates, The Keith Companies, and V2C Group, and had chosen V2G Group to move forward in the process. It was noted that V2C Group was mvolved m the rehabditation and landscape renovation at One Quail Place and had done an exceptional ob D. PALMDESERTHOUSINGAUTHORITYPROPOSED2004-2005BUDGET Rec By Minute Motion That the Housing Commission approve and authonze the Finance Director to include the 2004-2005 Palm Desert Housmg Authonty Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Financial Plan for2004-2005 to be presented to the Housing Authority Board for approval Leo Sullivan referenced the staff report and asked for clanfication of page 2, with regard to the replacement of an 1100 foot chainlink fence with a block wall at Las Serenas as requested under the Capital Improvements Budget He felt this implied that the Commission had approved this item and, from his understanding, it was decided a wall was not necessary Housing Commission Minutes April 14, 2004 Although this item has not been presented to the Commission for consideration, staff obtained cost estimations for the construction of a block wall, in addition to contacting the ad acent property manager for a possible fundmg oint venture based on concerns received from tenants of noise level and disturbance of headlights from the adjacent property For this reason, mornes were appropriated for this expense in the upcoming budget contingent upon approval from the Housing Commission and the Palm Desert Housing Authonty The Commission agreed to exclude the requestfor appropriation associated with the construction of a block wall at Las Serenas from the budget since the mstallation of the wall itself has not been approved by the Commission The following action was taken Action Motion was made by Leo Sullivan and seconded by Jane Turner to delete that particular line item depicted on the staff report from the budget for the block wall at Las Serenas. Discussion proceeded with a request made by Larry Saindon to include a companson of last year's actual with the proposing budget Janet Moore indicated that an exact total cannot be provided since the budget is proposed before the fiscal year is over In regards to the credit report fees, Teresa Vakili stated that a credit report fee is charged to every applicant in order to verify credit unless they are below 45% of the County median income level The charges shown on the report are charges incurred by the Agency from those tenants above the 45% income level A concern was raised regardmg the bank charges, Janet Moore stated that those charges are applied by the Finance Department and are fees charged by the bank to set up accounts to invest monies from the housing accounts Staff will forward these concerns to the Finance Director Action Motion was made by Carrie McLeod and seconded by Roger Dash to authorize the Finance Director to include the 2004-2005 Palm Desert Housing Authority Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Finance Plan for 2004-2005 to be presented to the Housing Authority Board for approval Housing Commission Minutes VII. CONTINUED BUSINESS VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE April 14, 2004 An update on the Home Improvement Program was provided to the Commission for rewew Bryce White reported 14 homes m progress He stated he was having difficulties getting proposals for HIP applicants as most contractors are currently very busy and therefore non-responsive B. PALM VILLAGE APARTMENTS Bryce White reported thatthe City Councd has approved solicitation of bids forthe Palm Vdlage Apartments consisting of demolition of existing wall, construction of retaining blockand perimeter blockwalis, grading, and construction ofthe buddings exclusive of carports and offsite improvements C. HOUSING AUTHORITY PROPERTIES UPDATE James Conway gave an oral report on the Housing Authonty Properties, statmg he is preparing bid documentation for the annual contracts and Request for Qualifications fora construction management services for California Vdlas, as well as, inspections of urnts Discussion followed regarding Marco Polo's award of contract James also updated the status on obtaining the necessary paperwork and bonding reqwrements prior to commencing the hallway pro ect at Desert Pomte D. HOVLEY GARDENS/PHASE II UPDATE; 42ND STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS COMMUNITY ROOM Ezell James gave an oral update on the followmg pro ects 18 Acre-Site A civil engineer proposal for the 18 Acre Site wdl be presented to the Commission in May Housing Commission Minutes First Time Homebuvers/Rental Subsidv Proarams April 14, 2004 First Time Homebuyers Program has been finalized and wtll be brought to the Commission for final approval. , Catalma Gardens Communitv Room Funding for the Catalina Gardens community room has been identified and will proceed with proper documentation San Manno Circle In regards to the rehabditation of the property located at San Manno Circle, a meeting was held with Justin McCarthy, Terre La Rocca and Ezell James to determme the possibility of using component no 7 of the Home Improvement Program as a funding source 42"d Street Sidwalks Seven proposals were received in response to the formal solicitation of bids for the 42ndAvenue sidewalksimprovements Thelowestbidderwasselected, whichwas considerable lowerthan the engineer's estimates A staff reportto award a contract will be prepared and brought to the Commission for rewew E. DESERT ROSE UPDATE Terre La Rocca reported four properties were acqwred by the Agency Staff was directed by the Counal to hold properties that become available for sale untd further notice due to the potential extension of EI Dorado IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Larry Saindon adjQurned the meet at 5:34 p.m. to Wednesday, May 12, 2004, at 3:30 p.m. T PATTY LEON, RECORDING SECRETARY G \RDA Pa[ty Leon\Wpdocs\Housmg Comm ssionN4mutes 2004W-14-04 epd 4 } a3-83 Fa PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY 1'v ` DATE APRIL 15, 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of March 10, 20Q4, approved at the Housing Commission Meeting held April 14, 2004 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVED DENIED RECEIVED -r OTHER MEETI G DATF - r,-nU AYES: (i e5 Fera is .y5,c NOES: onP. ABSENT • n, ABSTATN• on _ _ VERIFIED SY: ! i1('!( Original on File withOCity Clerk's Office I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES MARCH 10, 2004 Chair Larry Saindon convened the meeting at 3 30 p m II. ROLL CALL Present Roger Dash Carrie McLeod Manny Reyes Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Senior Management Analyst Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator James Conway, Construction Maintenance Inspector Patty Leon, Recording Secretary " Guest s Teresa Vakili, RPM Regional Supervisor III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR March 10, 2004 A MINUTES of the Regular Housing Commission meeting of February 11, 2004. W ith a motion made by Leo Sullroan and seconded by Carne McLeod, the minutes were approved with the following correction Page 7, Section D, Linda Ward clarified a comment she made to possibly incorporate a community center with a swimming pool south of the soccer park as opposed to next to the senior complex pro ect Roger Dash asked for clanfication on page 3 of the mmutes regarding the average rent reported on Report #1 Janet Moore reiterated that Report #1 only reflects what is collected from the tenants and not the assistance received from public organizations She referenced this month's Report and stated an asterisk is shown to represent those tenants receiving Section 8 subsidy V. INFORMATIONAL ITEMS A. COMMISSION REPORTS Carne McLeod stated that the Authority should consider using Form 4506 to verify the tax returns applicants provide as part of the qualifymg critena It allows lenders to obtain a third party venfication of the tax return's first page The process is explained to borrowers is of no cost to them, and assured this will not tngger an IRS audit She indicated that this concept first began when tax returns were self-prepared and filed electronically She expressed a concern with tenants not disclosing all of their income in order to receive a lower rent, since our properties qualifying criteria to provide affordable housing was based on income Janet Moore stated staff is lookmg into the feasibility as to whether iYs beneficial to us considenng the cost and that we are not violatmg any fair housing issues by not verifymg all tax returns B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of actions from the City Council meeting of February 12, 2004 Housing Commission Minutes C. RPM MONTHLY STATUS REPORT (FEBRUARY) March 10, 2004 The Monthly Status Report for January was reviewed by the Commission D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(FEBRUARY) Report #1 for January was reviewed by the Commission Clarification was made to the second page of Report #2 which only partially shows the maximum incomes by category, due to a pnntmg error It was explamed that these limits shown on the report are applicable to a family of four Rents are determined base on family size and income E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT JANUARY) Report #2 for December was reviewed by the Commission Larry Saindon referenced the report and asked about the negative figures shown for Laundry and Other under the Total Operating Income category Teresa Vakdi stated that this month's totals for laundry are a data entry error and will be corrected The Other is a non-sufficientfund check received after the report was pnnted that skewed the totals to a negative F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (MARCH) Newsletters were rewewed by the Commission G. 2004 FEBRUARY HOUSING AUTHORITY TOUR A summary of the tour was provided to the Commission for review Terre asked for any items of concern that were not listed in the summary Property handouts were distributed to those commissioners unable to attend the tour 3 Housing Commission Minutes March 10, 2004 With regard to the tour of remodeled units, Roger Dash commented on the carpet color bemg significantly light Given the fact that those units are considerably smaller and limited to a certam number of people, James Conwayagreed, and stated consideration will be given when selectmg carpet in the future Upon inquiry of installing tile versus carpet It was noted, that the installation of carpet is more economical H. DESERT SUN NEWS ARTICLE "AREA HOUSING'S AFFORDABILITY DECLINES AGAIN" A Desert Sun newsarticle was provided to the Commission as informational VI. NEW BUSINESS A. Notice of Completion California Villas Block Wall Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housing Authonty to file a Notice of Completion for Contract No HA 21370 California Villas pnvacy slump stone block wall construction Action Motion was made by Linda Ward and seconded by Carrie McLeod to approve and forward the recommendation to the Palm Desert Housing Authority to file a Notice of Completion for Contract No. HA 21370 California Villas privacy slump stone block wall construction. James Conway reviewed the staff report, stating all inspections were met and final inspection has been signed off Approval of the staff report will allow the release of a 10°/a retention currently on hold B. Desert Pointe Hallway/Staircase Rec By Minute Motion That the Housing Commission approve and fonvard recommendation to the Palm Desert Housing Authority to award Contract No HA to Zeuss 0 m Housing Commission Minutes March 10, 2004 Construction, Inc for hallway/staircase renovation at Desert Pointe Apartments A revised staff report was distributed to the Commission James Conway stated that a letter was received from Macklin Construction withdrawing his bid as he was unable to prowde bonding documentation The Commission was asked to rescind the award of contract to Macklin Construction and award the contract to the second bidder, Zeuss Construction It was noted that the difference between the second to the first bid was mmor The following motion was made Action Motion was made by Linda Ward and seconded by Manny Reyes to approve and forward the recommendation to the rescind the award of contract to Macklin Construction Carrie McLeod expressed a concern with Zeuss Construction, statmg they had performed several improvements at her place of business and theywere not satisfactory Staff mentioned that Zeuss Construction has worked with Bryce White on the Home Improvement Program and to date we have not experienced any issues James Conway stated he wdl ensure the overall performance complies with the Contract Invoices wdl be paid as the work is accepted, m addition to Yhe Agency withholding a 10% retention until all work has been satisfactorily completed The Commission made the following action Action Motion was made by Leo Sullivan and seconded by Linda Ward to approve and forward the recommendation to the Palm Desert Housing Authority to award a contract to Zeuss Construction, Inc. for hallway/staircase renovation at Desert Point Apartments. Motion was carried by a 6- 1 vote with Commissioner Carrie McLeod voting NO VII. CONTINUED BUSINESS VIII. REPORTS 5 Housing Commission Minutes A. HOME IMPROVEMENT PROGRAM UPDATE March 10, 2004 An update on the Home Improvement Program was provided to the Commission for review Bryce stated that there are 22 participants currently active in the program He noted that as a result of the continuous payoff of loans, the HIP program has not been able to expend CDBG funds Terre informed the Commission, that as a continuing effort to identify funds to construct a community room at Catalma Gardens, the Agency wdl ask for approval to transfer CDBG monies from HIP to its housing fund In addition, the Agency has agreed to fund the remaining balance B. PALM VILLAGE APARTMENTS The plans have been approved through plan check as of Monday The Agency will move forward with solicitmg bids, and is estimated to commence work in approximately 5 to 6 weeks C. HOUSING AUTHORITY PROPERTIES UPDATE James Conway rewewed the update on the Housmg Authority properties prowded to the Commission Upon questioned if an arborist was contacted pnor to remowng the trees at Califorrna Villas, James Conway stated that the city's arbonst was contacted D. HOVLEY GARDENS/PHASE II UPDATE; 42ND STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS CLUBHOUSE Ezell James reviewed the update memo provided to the Commission Smgle-family units A proposal from Kristy Hanson, Inc wdl be provided to the Commission at the next meeting for the architectural designs of four models of the 95 proposed single-family homes Civd Engineenng (18-acre site) Staff is m the process of reviewmg a proposal received from Mainiero Smith and Associates to do final civil engineering serwces of the single-family pro ect of the 18 acre site 6 Housing Commission Minutes March 10, 2004 San Marino Rehab In the process of preparing a scope of work 42nd Sidewalks The pro ect is out to bid and will close March 11, 2004 Eight interested firms picked up plans and specs Linda Ward expressed a concern with parked cars along the walkway, prohibiting pedestrians the use of the walkway First Time Homebuyers Program Ezell James thanked the subcommittee who attended the meeting scheduled earlier that day to discuss the program in more detail He stated that the meeting was productive and worthwhde An updated staff report wdl be prowded to the Commission for rewew and approval at the next meeting Rental Subsidy Program Once the First Time Homebuyers Program has been accepted and approved, a meeting will be scheduled with the subcommittee to review the rental subsidy program E. DESERT ROSE UPDATE Janet Moore reported one property in the process of being acquired by the Agency and received mformation about a possible notice to sell from another homeowner Janet Moore asked the Commission for direction on the approval of the Housing Authority Budget She stated that the scheduled date for budget review was moved up, and was not sufficient time to prepare the report for review at this meeting, as changes are still being made However, in order to mclude it with the City's Comprehensroe Financial Plan, it will have to be acted on at the next meeting Therefore, the question was asked on whetherthe commission would like to ad ourn the meeting to a speaal meetmg or mail it pnor to the next Housmg Commission meeting It was the consensus of the Commission to mad it as soon as the report is fmalized, separate from the Agenda, for discussion at the their next scheduled meetmg Janet Moore encouraged the Commission to call if there are any questions or concerns prior to meeting IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Larry Saindon ourned the me ting at 4:35 p.m. to Wednesday, April 14, 2004, at 3:30 p.m. PATTY LEON, RECORDING SECRETARY G V2DA Patry Leon\Wpdoca\Ilousng Commission M nutes 2004 3-10-04 wpd a3-as3 a PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE SUBJECT MARCH 16, 2004 HOUSING COMMISSION MINUTES NO l 3m Q1 a car J D r r Om y m x ,. R m Nrn o c T n r, m Attached are the Housing Commission Meeting Minutes of February 11, 2004, approved at the Housing Commission Meetmg held March 10, 2004 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVBD DENzfiD 2EC IVSD Fi/P OTHSR A?SSTI AYES: NUES: i /D/ A GNT: Nan ABSTAIN: No VBRIFIED BY:/ra Original on File witk4 City C erk's Office CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES FEBRUARY 11, 2004 Chair Larry Saindon convened the meeting at 3 30 p m II. ROLL CALL Present RogerDash Carrie McLeod Manny Reyes Larry Saindon Leo Sullivan Jane Turner Lmda Ward Also Present Members Absent Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Sernor Management Analyst Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator James Conway, Construction Maintenance Inspector Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Regional Supervisor Hal Baker, Robbins Jorgensen Christopher III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR February 11, 2004 A MINUTES of the Regular Housing Commission meeting of January 14, 2004. With a motion made by Carrie McLeod and seconded by Leo Sullivan, the minutes were approved with the following correction Page 7, Section C, Desert Pomte Hallway selection of an artist for the mural was with the understandmg that consideration be given to the materials used for the mural V. INFORMATIONAL ITEMS A. COMMISSION REPORTS B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of actions from the City Councd meeting of January 22, 2004 The City Councd approved the followmg items 1 (HA) Approved the request to solicit bids for the replacement of windows and sliders at Laguna Palms 2 (HA) Approved an award of contract for hallways/staircase renovation services at Desert Pointe Apartments C. RPM MONTHLY STATUS REPORT (JANUARY) The Monthly Status Report for January was rewewed by the Commission Roger Dash referenced the Service Requests report and asked for clarification on the number of carpets and appliances replaced shown under the category Move-Out It was explained that when a tenant moves out the carpet and/or appliances are replaced only if iYs necessary 2 Housing Commission Minutes February 11, 2004 D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(JANUARY) Report #1 for January was reviewed by the Commission A question was raised regarding the average rents shown on Report #1 and why a studio unit at Desert Pointe is significantly higherthan a one bedroom unit Itwas explained that several tenants at our Housing Authority properties are issued Section 8 certificates from the Federal GovernmenYs program which pay a portion of the rental rate The report only reflects what is collected from the tenants and not assistance received from public or pnvate orgarnzations Although the income level is based on the total income received, it doesn't necessarily mean those tenants are at that particular income level Staff will research a way to include this information to the report differentiating section 8 subsidies and tenants payment portion The other vanable is the difference in utilities at Desert Pointe since that property is all electnc The allowances are quite different between the unit sizes and m some cases makes the rent lower for a larger unit E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT DECEMBER) Report #2 for December was reviewed by the Commission J Moore clarified that totals under the category of Total Operating Income were missing for Laundry & Other and offered to provide an accurate report at the next Housing Commission meeting, Commission expressed it was not necessary L Ward questioned if units occupied by property managers or used as models were included in the total number of available units Teresa Vakdi explained that all units are counted regardless if iYs occupied by a manager or used as a model The Monthly Status Report shows the accurate number of vacant units available She also noted that these reports are for internal use only F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (FEBRUARY) Newsletters were rewewed by the Commission Housing Commission Minutes VI. NEW BUSINESS A Califomia Vdlas Tree Consulting Rec By Minute Motion February 11, 2004 That the Housmg Commission approve and forward recommendation to the Palm Desert Housmg Authority to authonze staff to award contract to Arbor Life Consulting for tree consulting services at Housing Authority property known as Califomia Villas Action Motion was made by Jane Turner and seconded hy Carrie McLeod to approve and forward recommendation to the Palm Desert Housing Authority to award a contract to Arbor Life Consulting for tree consulting services at the Housing Authority Property known as California Villas. Motion was approved by the following vote: 6 AYES and 1 NOES. James Conway reviewed the staff report and circulated pictures of the overgrown trees at California Vdlas He stated he met with the City's landscape director and arbonst for direction on how to proceed Their recommendation was to consult with an independent tree consultmg service expenenced m the related field to alleviate some nsk to the City James Conway gave a brief overwew of the specifications required The consultant wdl prepare a 3-5 year plan of action based on the evaluation of the trees, cost estimates for each phase of work, site plan and tree inventory, prepare a hazard evaluation of the trees, and an assessment of the current health of the trees In addition, m the event a tree must be removed, the consultant wdl be required to provide a full report explammg his fmdings for removing a tree Leo Sullivan disagreed and stated it was not necessary to expend monies for a consultant to evaluate the trees He felt consideration should be given to the landscape company currently contracted for our properties, as previously done in the past at One Quad Place In response, the landscape company currently contracted for the properties does not have the same credentials required to perform this type of work There was a general discussion regardmg movmg forward with a consultant as opposed to a city staff member overseeing the property 0 Housing Commission Minutes February 11, 2004 B. 40 Acre Site Architectural Services for the Senior Housing Complex Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housing Authority to award Contract No R To Kristi W Hanson, Inc for architectural services to design a 26-unit senior housing complex and a community room located between Merle Street and 42nd Avenue. Action• Motion was made by Leo Sullivan and seconded by Roger Dash to approve and forward recommendation to the Palm Desert Housing Authority to award a contract to Kristy W. Hanson Inc. for architectural services to design a 26-unit senior housing complex and community room on a portion of the 18 arce site. Motion was unanimously approved. Ezell James reviewed the staff report and recommended approval to contract with Knsty Hanson for the architectural services to design a 26-unit senior complex and a community room Linda Ward commented on the design renderings attached to the staff report regarding the size and layout of the proposed urnts as well as the proximity to services such as, hospitals, markets, and bus lines It was noted that the drawings are conceptual at this time and are not part of the recommendation for approval Upon question of the costs for consultants associated with civil engineering and landscape architect as depicted on Knsty Hanson's proposal, Ezell James stated Ms Hanson will not sub-contract those pro ects and therefore are not included in her cost estimates Mainiero Smith and Associates are m the process of working on proposals for those pro ects C. 40 Acre Site Tentative Tract Map for the Single Family and Senior Housing Rec By Minute Motion That the Housmg Commission approve and forward recommendation to the Palm Desert Housing Authonty to approve Contact Amendment No 2 to Contract No R19300 (Mamiero Smith & Associates) for additional work to complete the tentative tract map in con unction with the single-family and senior housmg portion of the 40 Acre Site Housing Commission Minutes February 11, 2004 Action Motion was made by Leo Sullivan and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authority to Contract Amendment No. 2 to Contract No. R19300 (Mainiero Smith & Associates) for additional work to complete the tentative tract map in conjunction with the single- family and senior portion of the 40 Acre Site. D First Time Homebuyer Program and Guidelines Rec By Minute Motion That the Housmg Commission approve and forward recommendation to the Palm Desert Redevelopment Agency Board to approve the First Time Homebuyer Program guidelines Action Motion was made by Carrie McLeod and seconded by Leo Sullivan to table this item to March 10, 2004 for further discussion Leo Sullivan requested that this item be tabled to the next meetmg to allow Carrie McLeod, who had not receroed the agenda packet in the mail, to review the staff report and guidelines prowded He stated she was familiar with mortgage lending and felt her comments would be of utmost importance A sub-committee was formed consisting of three housing commissioners Carrie McLeod, Leo Sullivan, Larry Saindon, and aty stafffor the purpose of reviewing all documents associated with the First Time Homebuyers Program A meeting date was set for March 10, 2004, at 12 30 pm VII. CONTINUED BUSINESS VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was prowded to the Commission for rewew Bryce reported (14) active homes in progress He gave a bnef overwew of the grants and loans avadable under the Home Improvement Program and discussed Housing Commission Minutes the main focus areas B. PALM VILLAGE APARTMENTS February 11, 2004 Bryce introduced Hall Baker, a representative of Robbins Jorgensen Christopher, who was present to update the Commission on the status of Palm Village Apartments He stated that a set of bwlding plans were available for anyone who was interested m reviewing them The building plans are in final review and once they are approved, the Agency will solicit formal bids for the construction of the pro ect He furthered stated he will oversee the pro ect during its construction phase and ensure all work is completed according to contract Antiapated completion of the pro ect to be 9 to 10 months C. HOUSING AUTHORITY PROPERTIES UPDATE James Conway rewewed the update on the Housing Authority properties provided to the Commission In reference to the Desert Pointe hallway pro ect, James Conway stated that the City Clerk requested bonding documentation from the awarded contractor Commencement of the pro ect is scheduled for March 1, 2004 Once the hallway pro ect is complete, the Agency wdl award a contract for the mural design D. HOVLEY GARDENS/PHASE II UPDATE; 42ND STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS CLUBHOUSE Ezell James reviewed the update memo provided to the Commission The property acquired by the Agency located at San Manno Circle is currently solicitmg proposals to rehabilitate the home for resale Workmg with Kristy Hanson on design of the smgle-famdy homes Linda Ward commented that the Adhoc Subcommittee had discussed possibly incorporating a community center and a swimming pool south of the soccer park of the 40 Acre Site This would serve the families within the 40 acre site It was explained that the 20% set aside can not be used to fund this type of amenity 7 Housing Commission Minutes E. DESERT ROSE UPDATE February 11, 2004 Terre La Rocca reported two resales at Desert Rose Staff is m the process of identifying a buyer for one of the properties and the other one wdl be purchased by the Agency Discussion followed with the property that was sold under a foreclosure procedure and is currently on the market for sale F. AFFORDASLE HOUSING WAITING L{S7 BnghtSide wdl advertise in March for the affordable waiting list Janet Moore reported that 349 questionnaires were p+cked up, and 135 were returned An average of 3 to 4 applicants were processed to qualify for a home that became avadable and were denied G. HOUSING AUTHORITY PROPERTIES TOUR A memo was distributed to the Commission with a meeting location change The tour is scheduled for February 19, 2004 at 8 30 a m in the Employee Lounge An invitation will be extended to Jennifer Larson with the Desert Sun. IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Larry Saindon adjourned the meeting at 5:07 p.m. to Wedne"sday, March 10, 2004, at 3:30 p.m. LdX.I a ' l.S-1 K 7 PATTY LEON, RECORDING SECRETARY G\RDA Patry Leon\Wpdocs\Housing CommiSsionU-1 nutes 2004 2-I 1-04 dreR wpd 8 m a3-oa3 a PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETAR DATE FEBRUARY 23, 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are the Housing Commission Meeting Minutes of January 14, 2004, approved at the Housing Commission Meeting held February 11, 2004 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACT ON: APPROVBD D8NI8D RECSIVEDEFiIP OTHBR MEBTING DATE _g//i/c AYss: P nson_, f fes, rl/v. S'a v/ NOES: A7one ASSENT: csnn AaSTt IN: /I r. VSRIFISD HY: (',// Original on File withGCity Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES JANUARY 14, 2004 CALL TO ORDER Chair Larry Saindon convened the meeting at 3 30 p m. II. ROLL CALL Present RogerDash Carrie McLeod Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Manny Reyes Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housmg Janet Moore, Senior Management Analyst Bryce White, Senior Construction Contract Administrator Ezel( James, Housing Programs Coordmator James Conway, Construction Maintenance Inspector Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Regional Supervisor III. ORAL COMMUNICATIONS Linda Ward stated she attended the Committee/Commission holiday partyand was very pleased with the event and coordination The Commissioners that attended agreed that the gift certificate received was thoughtful but the appreciation gifts I Housing Commission Minutes January 14, 2004 received in the past provided a rnce reflection on the committee member's contribution to the City IV. CONSENT CALENDAR A MINUTES of the Regular Housing Commission meeting of December 10, 2004. With a motion made by Leo Sullivan and seconded Carrie McLeod, the mmutes were unanimously approved as presented V. INFORMATIONAL ITEMS A. COMMISSION REPORTS T La Rocca stated that consideration of the General Plan land use wdl be reviewed on Thursday, January 15, 2004, by the City Council B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of actions from the City Council meeting of December 11, 2003 The City Council approved the following items 1 (HA) Authonzed staff to direct Time Warner Cable to transfer cable service directly to individual tenant units at One Quail Place Terre La Rocca asked Teresa Vakdi on feedback from tenants with regards to the transfer of cable service T Vakili stated all of One Quad Place tenants were served with notices, both in English and Spanish, requestmg them to contact Time Warner before January 31'to avoid paying a fee C. RPM MONTHLY STATUS REPORT (DECEMBER) The Monthly Status Report for December was reviewed bythe Commission Jane Turner referenced the report and asked for clarification on the percentage of occupied, vacant and pre-leases Teresa Vakili stated it was 2 Housing Commission Minutes January 14, 2004 incorrectly calculated but was happy to report that deposits were coming in on pre-leases A question was asked on the explanation of notices on the report Teresa Vakdi indicated that the number of notices shown on the report consisted of overcrowded tenants who transferred to either Hovley Gardens or a larger unit or to another apartment complex Terre La Rocca asked if existing tenants at Laguna Palms were asked to move into the renovated units to allow for their vacated units to be renovated, and howwas it determined Teresa Vakdi replied thatthe property is still in the process of certifying and, at that time, tenants are given the option to move into a renovated unit Rotation of tenants wdi continue untd all units have been renovated A question was raised with regard to the maximum number of occupants m our units Terre La Rocca stated that an occupancy standard resolution was adopted by council to avoid over-crowding and under utilization of our units Of the 914 urnts owned, there is currently only one over-crowded unit Several overcrowded families from our properties moved into larger units at Hovley Gardens Leo Sullivan referenced the service requests generated for the month of December and asked about the low number of carpet and appltance replacements Teresa Vakdi replied December was not a very common month for tenants to move-out and with renovations taking place there were a small number of replacements of carpets and appliances She further stafed that remodels are included in the capital budget and not shown on this report, the routine replacements of carpet and appliances is reported in the total number of service requests A concern was made that replacement of carpets are not considered service calls and therefore should not be included in the report It was recommended that the report be rev sed to show the different types of replacements D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (DECEMBER) Report #1 for December was reviewed by the Commission Jane Turner asked why a same size unit at Taos Palms rented at the 55% county median was higher than the 65% county median Teresa Vakdi replied per Sfipulation, it depends on the number of occupants m a unit Housing Commission Minutes January 14, 2004 E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT NOVEMBER) Report #2 for November was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (JANUARY) Newsletters were reviewed by the Commission VI. NEW BUSINESS A. CALIFORNIA VILLAS ARCHITECTURAL DESIGN Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housing Authonty to award Contract No HA- to Franco Polo Design Company m an amount not to exceed $150,000 forthe architectural and engineering services at California Vdlas Action Motion was made by Carrie McLeod and seconded by Jane Turner to approve and forward recommendation to the Palm Desert Housing Authority to award Contract No. HA- to Franco Polo Design Company in an amount not to exceed 150,000 for the architectural and engineering services at California Villas As a result of the evaluations made by the architectural committee, the top three candidates were asked to come back for final presentations to submit conceptual design renderings, cost estimates, and a time line forthe pro ect Franco Polo was the top candidate Linda Ward made a favorable comment with regards to Franco Polo's presentation of a community type setting for the property James Conway displayed the design renderings of all three candidates Housing Commission Minutes January 14, 2004 Discussion ensued regarding the proposed closure of Elkhorn Street to provide for a gated community Terre La Rocca stated that this concept was discussed with the City's Engineer who opposed the idea of closing a public street The street provides easy access to Palm Desert Country Club by a number of residents nearby The Commission recommended further discussion regarding the viability of closmg the street B. DESERT POINTE HALLWAY Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housmg Authonty to award Contract No HA-21380 to Macklm Contractors in the amount of $117,350 00 for hallway/staircase renovation at the Housing Authonty property known as Desert Pointe Apartments Action Motion was made by Leo Sullivan and seconded by Carrie McLeod to approve and forward recommendation to the Palm Desert Housing Authority to award Contract No. HA-21380 to Macklin Contractors in the amount of $117,350.00 for hallway/staircase renovation at the Housing Authority property known as Desert Pointe Apartments A correction was made to the second page of the staff report, Santos Construction should be Zeuss Construction C. LAGUNA PALMS REPLACEMENT OF WINDOWS AND SLIDERS Rec By Minute Motion That the Housing Commission approve and forward recommendation to the Palm Desert Housmg Authonty to authorize solicitation of bids for the replacement windows and sliders at Laguna Palms Action Motion was made by Linda Ward and seconded by Jane Turner to approve and forward recommendation to the Palm Desert Housing Authority to authorize solicitation of bids for the replacement windows and sliders at Laguna Palms James Conway reviewed the staff report and stated there was a dire need to replace the wmdows and sliders at Laguna Palms Consideration wdl be 5 Housing Commission Minutes January 14, 2004 " taken on using energy efficient Low-E wmdows as well as submitting proper documentation to rebate programs available. If approved, 213 windows wdl be replaced D. MID-YEAR BUDGET Rec By Minute Motion Forvvard to Finance Director the recommendation to request approval to appropriate funds for the mid-year budget ad ustments for the Ffousing Authonty properties Action Motion was made by Carrie McLeod and seconded by Linda Ward to approve and forward recommendation to Finance Director the recommendation to request approval to appropriate funds for the mid-year budget adjustments for the Housing Authority properties Recommended ad ustments to the budget were detailed in the worksheet attached to the staff report Carrie McLeod referenced the worksheet and asked if the amount appropnated for Pueblos Apartments was to add a wall J Conway stated a study was done by a croil engineer on cost estimations to raise the existing wall 2 feet in order to enhance privacy Raising of the wall would require remforcing and would be costly, based on this, itwas suggested that a light- weight privacy screen material be mounted to the top of the wall, thereby, addressmg the privacy screen issue VII. CONTINUED BUSINESS VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was provided to the Commission for review Bryce White stated that home improvement work continues for qualified individuals, including the home damaged by a fire that was given special consideration by the Counal for the loan amount Upon question of the Housing Commission Minutes January 14, 2004 status of funds avadable, 6 White reported that the program is expending funds from loans being paid-off Those funds must be used pnor to expending CDBG monies B. PALM VILLAGE APARTMENTS Staff has completed submittmg all necessary documents to the Coachella Valley Water District and has received approval from the State of Califorrna As soon as all related plans are approved they wdl be made part of the bid package and advertised to secure the services of a general contractor C. HOUSING AUTHORITY PROPERTIES UPDATE James Conway reviewed the update on the Housing Authority properties provided to the Commission One Quail Place - Completed directional signage and building identification numbers Desert Pointe - Lmda Ward asked if any consideration should be groen to the Art Department at the College of the Desert m regard to the mural proposed for the hallway pro ect Leo Sullivan stated that the Commission had already spent a great deal of time selecting an artist, and indicated a change in the conceptual approval was not necessary Carrie McLeod concurred and stated that the Commission had also given consideration to the elements that wdl be utilized to restore and protect the mural Catalina Gardens - A question was raised concerning the feasibility of the clubhouse T La Rocca stated that legal counsel is reviewmg different alternatives to fund the pro ect One alternative mentioned was to negotiate with the Redevelopment Agency to borrow from the 80% set-aside in order to move forward with the construction Las Serenas - James Conway distnbuted pictures of the existing chain-link fence Terre La Rocca stated thatthe newownerof Sewlla Apartments, also known as San Tropez, contacted her regarding possible conversion of the property mto condominwms, and how will this affect the 103 affordable units currently under a 30 year agreement with the City In response, he was advised that those urnts will remain affordable until the agreement expires Should any future discussions regarding the conversion occur before a decision is made on the wall it wdl be discussed at that time i Housing Commission Minutes January 14, 2004 Califorrna Vdlas - Construction of the wall is expected to be completed soon The office remodel contmues to undergo improvements D. HOVLEY GARDENS/PHASE II UPDATE; 42"° STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS CLUBHOUSE E James reviewed the memo prowded of updates to the Commission The design plans for the sidewalks have been completed and are awaiting final approval from Public Works A resolution has been forwarded to the City Councd approving fundmg for the pro ect from the Redevelopment Agency's 80% set-aside and Housing's 20% set-aside R Dash inquired if consideration was given to use fuel cells at Hovley Gardens Terre La Rocca stated that the infrastructure of the property was built to install fuel cells Enclosed mecharncal closets were incorporated into each building to hold the panels and other equipment associated with the product When fuel celis are available at a reasonable pnce they will be installed to service the property The City's First Time Homebuyers program guidelines are complete and will be presented to the Housmg Commission at the next scheduled meeting As mentioned at the last meeting, the Agency acquired one property on San Manno and is being rehabditated It will be sold with covenants recorded E. DESERT ROSE UPDATE Three resales are in process Terre La Rocca reported a home at Desert Rose was sold under a foreclosure procedure Legal counsel is rewewing all aspects of the sale F. AFFORDABLE HOUSING WAITING LIST Janet Moore reported that since January of 2003, 314 questionnaires were picked up, 130 were returned, 94 who met the critena qualified to be placed on the waiting list , 11 purchased homes, and 19 approved for the waiting list were derned a loan Housing Commission Minutes G. HOUSING AUTHORITY PROPERTIES TOUR January 14, 2004 The Commission was asked by James Conway to select a date for the Housing Tour based on when the Council would be available A date was set for Thursday, February 19, 2004 IX. ADJOURNMENT With members ofthe Housing Commission concurrence, Chair Larry Saindon adjourned the meeting at 5:05 p.m. to Wednesday, February 11, 2004, at 3:30 P• i 1 I PATTY LEODV, RECORDING SECRETARY G \RDA\Yatty Leon\Wpducs\Housing CommiscionUdinutes 2004\I-14-04 wpd 9 o! — U'cY' k__ 3 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY--- DATE JANUARY 15, 2004 SUBJECT HOUSING COMMISSION MINUTES Attached are copies of the Housing Commission Meeting Minutes of November 12, 2003, approved at the Housing Commission Meeting held December 10, 2003, and Minutes of December 10, 2003, approved at the Housing Commission meeting held January 14, 2004 Please submit to the Housmg Authonty Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTIUt3: APPROVED DENI D iECBIVED t,•le, OTHER 6- --- MEETING DATE alla/D.5/ ' ' AXES: nson.Z r fes Fe cts r4 }C , / NO&S: No,.' AHSENT: lJp/1 ' ' AHSTAIN: lJp,._ yERIFIfiD BY: j/-q- Original on Pile withUCity Clerk'9 OPPibe I. CALL TO ORDER CITY OF PALM DESERT HOUSING COMMISSION MINUTES NOVEMBER 12, 2003 Chair Leo Sullroan convened the meeting at 3 30 p.m. II. ROLL CALL Present Roger Dash Carne McLeod Manny Reyes Larry Saindon Leo Suliroan Linda Ward Also Present Members Absent Jane Turner Justin McCarthy, ACM/Redevelopment Janet Moore, Senior Management Analyst Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordmator James Conway, Construction Maintenance Inspector Patty Leon, Recording Secretary Guest s • Teresa Vakili, RPM Regional Supervisor III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR November 12, 2003 A MINUTES of the Regular Housing Commission meetmg of October 8, 2003. Re: MOTION was made by Linda Ward, secondedby MannyReyes to approve the Minutes w th a spelling correction to Carrie McLeod`s name on page 5, unanimously approved. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS R Dash reported that the general plan land use was continuing discussion with the Planning Commission B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS J Moore reviewed the memo provided to the Commission of Actions from the City Councd meeting of October 23, 2003 The City Councd approved the following items HA/RDA) Approved the Occupancy Standard Resolution RDA) Approved the adoption of Resolution extending retention penod of Virginia property (APN 637-362-002) for additional 5 year period RDA) Authonzed acquisition of 75-436 Wddflower Lane C. RPM MONTHLY STATUS REPORT (OCTOBER) The Monthly Status Report for October was reviewed by the Commission L Sullroan asked on the number of units being rehabditated at our properties, particularly California Vdlas. T Vakili stated that ten units have been completely rehabditated at California Vdlas and have budgeted to complete 4 to 6 units per month She addressed minor unforseen issues that 2 L Housing Commission Minutes November 12, 2003 have delayed completion of some units such as electncal, plumbing, and installation of access panels that were prewously not there This resulted in considerable vacancies in California Vdlas and Laguna Palms Suggestions were made to move tenants who have lived in our properties for a long period of time to the rehabditated units D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (OCTOBER) Report #1 for October was rewewed by the Commission. L Sullivan questioned the 17 units reported at above-moderate forCalifornia Villas It was explained that out of 118 units occupied 17 did not qualify for the affordable program and at some point, through attntion, those units wdl no longer be rented at above-moderate E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT SEPTEMBER) Report #2 for September was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (NOVEMBER) Newsletters were reviewed by the Commission G. LETTER TO DAN HORN FROM HOUSING COMMISSON L Sullivan rewewed the letter sent to Dan Horn thanking him for allowing the Commission to attend his grand opening ofthe Hovley Gardens Apartments Commission expressed they were impressed with the urnts toured that evenmg VI. NEW BUSINESS A motion was made by Carrie McLeod and seconded by Roger Dash to add One Quail Place Cab/e Service to the Agenda Housing Commission Minutes A. ONE QUAIL PLACE CABLE SERVICE Rec By Mmute Motion November 12, 2003 Authonze execution of a five-year contract renewal for Bulk Cable with Time Warner at One Quail, or Authonze staff to direct Time Warner to transfer cable service directly to individual tenant urnts, and authonze staff to investigate alternatives for prowding cable services in the future to residents at One Quail Place J Moore reviewed the staff report and stated that the five-year cable contract with Time Warner is due to expire on December 1, 2003 She explained that RPM staff is currently collecting rent plus cable fees based on a reduced bulk rate from each tenant at One Quail Place requesting cable service However, in the past the Agency has incurred expenses for those tenants not receroing cable service, which causes the Agency to cover the monthly fee for that urnt In addition, Time Warner has mstituted a$75 00 fee to connect, disconnectorre-connectcable, resulting additional costto both the Agency and the tenants One Quail is the only one of the Agency's properties getting a reduced cable rate In view of the circumstances, the Commission discussed and recommended to terminate cable service with Time Warner and further investigate a cost- effective cable alternatroe that could be provided at all of the Agency's properties Action A motion was made by Carrie McLeod and seconded by Larry Saindon to forward recommendation to the Palm Desert Housing Authority to authorize staff to direct Time Warner to transfer cable service directly to individual tenants units, and authorize staff to investigate alternatives for providing cable services in the future to residents at One Quail Place. Leo Sullivan stated that the intentions of the Commission is to serve as an advisory body to the Housing Authonty prowding affordable housing and enhance the general welfare of the residents, and not to provide ancdlary serwces VII. CONTINUED BUSINESS 0 Housing Commission Minutes VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE November 12, 2003 An update on the Home Improvement Program (HIP) was prowded to the Commission for review B White reported 23 homes in progress and addressed the target areas of common actiwty for assistance by the Home Improvement Program B. PALM VILLAGE APARTMENTS B White stated that, m orderto complywith the Califorrna Water Resource Control Board, a Storm Water Pollution Plan has been requested and is bemg prepared by the architect. A construction management company is being sought to oversee the pro ect on a daily basis dunng construction C. HOUSING AUTHORITY PROPERTIES UPDATE J Conway reviewed the current update provided to Terre La Rocca J Conway thanked the panel who participated m the presentations of the design concept for Califorrna Vdlas In attendance were Commissioners Lmda Ward and Larry Saindon, RPM staff Jim Foley and Teresa Vakdi, City staff members Alex Haddad, Martin Alvarez, Terre La Rocca, Janet Moore and James Conway He stated a memo had been sent out summanzing the results of the evaluations and the selection of a candidate for the pro ect L Saindon expressed his dissatisfaction with the selection process and felt that a decision was not reached by the panel, but in fact, had agreed to evaluate three candidates a second time, given set gwdelines and budget cost J Conway stated that after review of the sconng results and a phone survey made to the panel, of which both commissioners were not avadable for questioning, staff was able to identify an ideal candidate Heanng different wews relatmg to the decision made, Justm McCarthy inter ected and stated that he would like to discuss this issue with staff further and report back to the Commission Housing Commission Minutes November 12, 2003 D. HOVLEY GARDENS/PHASE II UPDATE; 42"° STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS CLUBHOUSE E James reviewed the updates of pro ects provided in a memo He stated that Hovley Gardens was issued their Certificate of Occupancies and that the pro ect is almost complete and occupied Currently working with solar companies to incorporate into the 18-acre pro ect Mamiero Smith is working on the tentatroe tract map Catalina Gardens senior clubhouse plans are being reviewed by legal counsel. E. DESERT ROSE UPDATE J Moore stated we have 2 resales in process, one is bemg rehabilitated and other is in the process of being re-acqwred F. AFFORDABLE HOUSING WAITING LIST J Moore reported 261 applications were picked up, 79 approved; 9 applicants purchased a home from our waiting list, 25 applied and were denied to be placed on the waitmg list, 17 did not qualify for a conventional or FHA loan, and 3 submitted incomplete questionnaires IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Leo Sullivan adjoumed the meeting at 4:33 p.m. to Wednesday, December 10, 2003, at 3:30 p.m. c PATTY LEON!RECORDING SECRETARY G ViDA\Patty Leon\Wpdocs\Housng CommissionVNmures 2003\1 LI2-03 wpd CITY OF PALM DESERT HOUSING COMMISSION MINUTES DECEMBER 10, 2003 I. CALL TO ORDER Chair Leo Sullivan convened the meeting at 3 30 p.m II. ROLL CALL Present RogerDash Carne McLeod Manny Reyes Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Justin McCarthy, ACM/Redevelopment Janet Moore, Senior Management Analyst Bryce White, Senior Construction Contract Admirnstrator Ezell James, Housing Programs Coordinator James Conway, Construction Maintenance Inspector Patty Leon, Recording Secretary Guest s Teresa Vakdi, RPM Regional Superwsor III. ORAL COMMUNICATIONS Housing Commission Minutes IV. CONSENT CALENDAR December 10, 2003 A MINUTES of the Regular Housing Commission meeting of November 12, 2003. A motion was made to approve the mmutes with the following corrections Page 2, Informational Item, Section B J Moore rewewed the memo provided to the Commission of actions and not Teresa La Rocca. Leo Sullivan requested that it be included under the discussion for cable service at One Quad Place, that the intentions of the Commission is to serve as an advisory body to the Housing Authonty prowding affordable housing and enhance the general welfare of the res dents, and not to provide ancillary services It was agreed by all members present V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS J Moore reviewed the memo provided to the Commission of Actions from the City Council meeting of November 13, 2003 The City Councd approved the following items RDA) Authonzed the City Clerk to fde the Certificate of Completion for Hovley Gardens with the Riverside County Recorderand authonze the acceleration of the remaining prmcipal loan balance to Palm Desert Development, to on or after 45 days from the date the Notice of Completion is recorded Housing Commission Minutes December 10, 2003 C. RPM MONTHLY STATUS REPORT (NOVEMBER) The Monthly Status Reportfor November was reviewed bythe Commission Lmda Ward referenced the report and questioned why Las Serenas Actual Rental Rates of Deposits was blank Teresa Vakili replied there were no deposits received since the property was 100% occupied D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (NOVEMBER) Report #1 for November was rewewed by the Commission Leo Sullivan questioned the significantly high percentage of units rented under the categones of very low and low mcome levels It was explained that in order to stay m compliance with our Stipulation we are obliged to meet certain income levels of which there is a small number reqwred in the moderate income level Linda Ward commented she is nvolved on the County Mental Health Board in Indio and that they are unaware that Palm Desert is affordable housing She suggested advertising that Palm Desert has affordable housing because they don't appear affordable low-income in terms of quality J Moore stated that the Agency provides notices of avadability of affordable housing in Palm Desert to several non-profits organizations on a quarterly basis Although most properties have a very long waiting list, it is a stipulation requirement to advertise what is avadable in Palm Desert E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT OCTOBER) Report #2 for October was reviewed by the Commission Leo Sullivan requested that the monthly average rent be incorporated into Report #2 F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (DECEMBER) Newsletters were rewewed by the Commission 3 Housing Commission Minutes December 10, 2003 Teresa Vakili reported that the food dnve collected by residents of our properties went very well, Catalina Gardens collected the most It was distributed to non-profit organizations including the Shelter from the Storm Leo Sullivan stated itwas his understanding that the Shelterfrom the Storm was in a ddemma in terms of funding J McCarthy stated he had receroed a report from Mayor Bob Spiegel that the Shelter from the Storm federal grant had been approved VI. NEW BUSINESS A. ELECTION OF OFFICERS FOR THE YEAR 2004 Rec By Mmute Motion A nommation was made to elect Larry Saindon as Chairman and Roger Dash as Vice Chair Both members were present and accepted the office to which they were elected Action Motion was made by Linda Ward and seconded by Carrie McLeod to elect Larry Saindon as Chairman and Roger Dash as Vice-Chairman commencing January 2004 for a term of one year VII. CONTINUED BUSINESS At this point, Linda Ward addressed a concern with the existmg cham link fence at Las Serenas in terms of rodent infestation, traffic noise and privacy from the ad acent property, and fire hazards J Conway stated that a scope of work has been prepared on the cost of remowng the fence and constructing a wall He further stated he had contacted the ad acent property owners to contnbute toward the cost of a new wall and the property Ime boundaries Due to the transition in ownership at that particular property, the pro ect has been delayed As far as the noise level, Justin McCarthy suggested contacting the ad acent property managers regardmg their policy on noise level Discussion ensued to survey tenants at Las Seranas if a wall was ideal for the complex Justin McCarthy suggested obtaming cost estimates to construct a block wall pnor to surveying the pro ect Staff will continue their efforts to contact the ad acent property owners to alleviate those concerns for the interest of both properties VIII. REPORTS Housing Commission Minutes A. HOME IMPROVEMENT PROGRAM UPDATE December 10, 2003 An update on the Home Improvement Program was provided to the Commission for review B. White reported 24 homes in progress and 9 solicitmg proposals mcluding the home that was partially destroyed caused by an ad acent property fire He gave an overview on the process of qualifying applicants and defined the loan options avadable B. PALM VILLAGE APARTMENTS As previously stated at the last meeting, a Storm Water Pollution Plan is being prepared Once complete the Agency wdl solicit formal bids for the construction of the pro ect C. HOUSING AUTHORITY PROPERTIES UPDATE James Conway rewewed the update on the Housing Authonty properties provided to the Commission Color pictures ofthe rehabditated units at California Villas and the remodeled laundry facdity at Laguna Palms were distnbuted J. Conway mentioned to Commission that they are welcome to wsit California Vdlas to look at the newly remodeled units Desert Pointe hallway project is currently awaiting proposals since the previously mentioned contractor interested in the pro ect was unable to provide bonding documentation as required Soliciting proposals to mstall privacy screen atop the west wall at Pueblos Apartments James Conway thanked Teresa Vakdi and staff involved in orgarnzmg a Thanksgiving brunch for residents at Catalina Gardens and Las Serenas Linda Ward also extended her compliments to RPM staff Final Presentat ons for Califorrna Vdlas architectural design concept is scheduled for December 17, 2003 Commission requested pictures of before and after units at California Villas James Conway stated he will be askmg 5 Housing Commission Minutes December 10, 2003 the chosen architect to design architectural plans for Laguna Palms in order to maintain consistency in our properties In referenced to Catalina Gardens clubhouse, J McCarthy stated that the design plans were being re-sized appropnately, and funding resources are being sought D. HOVLEY GARDENS/PHASE II UPDATE; 42ND STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS CLUBHOUSE E James reviewed the updates of pro ects provided in a memo. He stated that the Redevelopment Agency purchased two properties on San Manno One property wdl be rehabilitated as part of the housing effort and other property wdl be used to facditate a redevelopment pro ect. He further stated he is currently working on soliciting proposals to rehab the housing property Knsty Hanson is working on the design concept of the 18 acre site single- famdy project 42nd Street sidewalk pro ect bid documents are being prepared E James stated a request wdl be made to the councd for contractors to have options to bid on both sides of the pro ect or either side The tentative tract map application for the 18 acre site has been signed and wdl be submitted to the County Recorder Ezell James stated he met with Bdl Strausz to finalize the First Time Homebuyers Program Carrie McLeod inquired on the responsibility for additional parking at the soccer park as shown on the 40 Acre Site plan It was mentioned that the RedevelopmentAgency nor Housmg would be responsible but perhaps Park Recreation would be rnvolved E. DESERT ROSE UPDATE Janet Moore reported two resales in process of which buyers have been identified from our waitmg list 6 Housing Commission Minutes AFFORDABLE HOUSING WAITING LIST IX. December 10, 2003 Janet Moore reported that almost 300 questionnaires were picked up, 121 were returned, 85 qualified to be placed on the waiting list who met the qualifying cnteria, 9 purchased homes, 31 were derned to be placed on the waitmg list, and 15 approved for the waiting list were denied a loan At this point, Leo Sullroan remmded the Commission of the Commission/Committee holiday party on Saturday, December 13 at Desert Willow He thanked everyone on his last meeting as Chairman ADJOURNMENT With members of the Housing Commission concurrence, Chair Leo Sullivan adjourned the meeting at 4:49 p.m. to Wednesday, January 14, 2003, at 3:30 p.m. 7 PATTY LEOiV, J RECORDING SECRETARY G \RDA Patty Leon\WpdOcs\Housmg CommissionUlmutes\2003\12-10-03 wpd a o PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY d DATE SUBJECT NOVEMBER 13, 2003 HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Mmutes of October 8, 2003, approved at the Housing Commission Meeting held on November 12, 2003 Please submit to the Housmg Authonty Board Thank you 3 N00 x 0 W Oy r NO cc Carlos L Ortega, Executive Director CITY COUNCTT ACTION: APPROVED DENIEn RECEIVED `' OTHER MEETII G DATE ' AYES:' r ral D K,_/ NOES: ti on-. .. _ . ABSENT• % P ABSTAIN: on C. VERIFIED BY: .''!/rit Orfqinal on File withUCity Clerk's Office rn r (+7 OMn m:o m Nyl- m -. p N I*1 OQ A n n m CITY OF PALM DESERT HOUSING COMMISSION MINUTES OCTOBER 8, 2003 CALL TO ORDER Vice-Cha r Larry Saindon convened the meeting at 3 30 p m II. ROLL CALL Present Roger Dash Carne McLeod Manny Reyes Larry Saindon Leo Sullivan Jane Turner Linda Ward Also Present Members Absent Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Sernor Management Analyst Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator James Conway, Construction Mamtenance lnspector Patty Leon, Recording Secretary Guest s Terry Erickson, RPM Regional Supervisor Teresa Vakili, RPM Regional Supervisor Jim Foley, RPM Company Jennifer Larson, Desert Sun Reporter Housing Commission Minutes III. ORAL COMMUNICATIONS October 8, 2003 J Foley announced that Terre Erickson will be relocating to RPM's main office in Ontario He thanked her for a great ob with the Housing Authonty Properties T La Rocca presented Terre Enckson with a letter from Mayor Jean Benson and expressed her gratitude for an outstanding ob with the properties Teresa Vakili was mtroduced to the Commission as the new Regional Supervisor for the HA properties Commission introduced themselves to her IV. CONSENT CALENDAR A MINUTES of the Regufar Housing Commission meeting of September 10, 2003. Re: MOTION to approve the Mmutes of the September 10, 2003, meeting was made by Linda Ward, seconded by Manny Reyes, unan mously approved. R Dash referenced the mmutes of September 10"' with regards to a Desert Sun news article "Housmg Vouchers for the Needy Imperiled" provided to the Commission and asked if staff had researched information on Section 8 T La Rocca responded that a representative with HUD had been contacted to prowde us with information on the regulations for becoming a recipient of Section 8, however, no response was received Staff is continuing research and is awaiting information from HUD V. INFORMATIONAL ITEMS A. COMMISSION REPORTS R Dash reported that a presentation on the general plan land use was made atthe Planning Commission meeting of October7, 2003 He furthered stated that a color coded map of the land use within the City of Palm Desert was provided m September's BrightSide Housing Commission Minutes October 8, 2003 B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of Actions from the City Councd meeting of September 11, 2003 The City Councd approved the following items HA) Approved award of contract with Joe Putrino contingent upon execution of contract Upon re ection, award contract to John Bara as for construction of Country Club Estates block wall HA) Approved award of contract to Signs by Mel for One Quail Place interior directional signage HA) Approved authonzation to negotiate with local firms for Desert Pointe hallways/staircase pro ect C. RPM MONTHLY STATUS REPORT (SEPTEMBER) The Monthly Status Reportfor Septemberwas reviewed bythe Commission L Ward asked for clanfication of unit types on the Monthly Status Report T Erickson descnbed each unit type as follows A is a one bedroom unit, B is a two bedroom one bath urnt, C is a two bedroom two bath unit, and J is a studio unit D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(SEPTEMBER) Report #1 for September was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT AUGUST) Report #2 for August was reviewed by the Commission J Turner inquired on the difference m totals for June and July's reports T Enckson responded that the reports are based on the monthly Profit and Loss Statement which is a month behmd June's report is for the month of May and July's report is the month of June June is the end of the fiscal year 3 Housing Commission Minutes October 8, 2003 and all year-end accruals are included in June which is why the expenses are higher and the net operating income lower F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (OCTOBER) Newsletters were reviewed by the Commission A question was asked on the safety and restnctions of Halloween trick-or- treaters at our properties T Erickson responded that residents at One Quail Place were provided flourescent pumpkms to display on their wmdows welcoming trick-or-treaters G. REPORT ON HOUSING PRODUCTION As requested at the last meeting, a report on Housing Production was provided to the Commission for review J Moore explained the comparison tables illustrated on the report on Housing Production Needs by Category She stated that the Regional Housing Needs Assessment (RHNA) numbers will be provided early 2004, of which will increase our total production need Having descnbed each section of the current pro ects listed on page 2 of the report, J Moore stated that the Agency wdl prowde 172 units to meet the requirement left of 120 units by 2006 VI. NEW BUSINESS A. OCCUPANCY STANDARDS Rec By Minute Motion Approve and forward recommendation to the Palm Desert Redevelopment Agency and the Housmg Authority to adopt a Resolution approving the occupancy standard. Action Motion was made by Leo Sullivan and seconded by Roger Dash to approve and forward recommendation to the Palm Desert Housing Redevelopment and Housing Authority to adopt a Resolution approving Occupancy Standards for all Housing Authority properties and for sale projects. C! Housing Commission Minutes October 8, 2003 T La Rocca reiterated that this staff report is being presented to the Commission for consideration in establishing a minimum and maximum occupancy standard policy to address issues of overcrowdmg at the Agency's Housing Authonty properties J Moore added that the policy was reviewed with Riverside County Fair Housmg in Riverside which received positive responses. In addition, legal counsel has reviewed the policy and made changes and additions Discussion followed with the appropriate famdy size to a unit VII. CONTINUED BUSINESS VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review B White reported 10 homes in progress and four solicitmg proposals including the Siordia's home to demolish their garage C McLeod asked if the City prowded grants or loans for sewer hook-ups to homeowners selling their property B White replied that grants and loans are available to homeowners to connect to sewer A recent news article was published in the Desert Sun wrth regards to an mcrease of sewer fees by the Coachella Valley Water Distnct effective July 2003,of which the Agency assisted several homeowners prior to the fee increase B. PALM VILLAGE APARTMENTS Plans have been approved through the plan check process from the Building and Safety Department As soon as construction documents are complete, staff will proceed with the bid process C. HOUSING AUTHORITY PROPERTIES UPDATE J Conway reviewed the current update provided to Terre La Rocca In reference to the Desert Pomte hallway pro ect, J Conway stated a local contractor was contacted to perform all work required excludmg the mural Housing Commission Minutes October 8, 2003 A walk-thru of California Vdlas was conducted by James Conway, Jim Foley, Teresa Vakili, and three of the five architectural firms proposing to improve the aesthetics of the property Concept presentations wdl be made by all firms on Wednesday, October 29, 2003 at 8 30 a m to staff members of the RedevelopmentAgency, Budding and Safety, Planning Department, and Fire Department J Conway asked for volunteers from the Housing Commission to attend the presentatrons Linda Ward and Larry Saindon (schedule permitting) volunteered D. HOVLEY GARDENS/PHASE II UPDATE; 42"° STREET SIDEWALKS; FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE; CATALINA GARDENS CLUBHOUSE E James reviewed the updates of pro ects provided in a memo, explairnng the various phases and stages of Hovley Gardens He added that the grand openmg is scheduled for October 28, 2003, from 5 00 p m to 7 00 p m E James displayed renderings dlustrating the proposed clubhouse for Catalina Gardens He descnbed each element of the pro ect A concern was raised with members of the Joslyn Senior Center utdizing our facility Discussion followed with several suggestions of enclosing the area faang the Senior Center E. DESERT ROSE UPDATE J Moore stated we have 3 resales in escrow, 1 potential ofFer to sell, 8 refinances and 2 possible resales F. AFFORDABLE HOUSING WAITING LIST J Moore reported 247 applications were picked up, 51 approved, 7 applicants purchased a home from our waiting list, 23 applied and were denied to be placed on the waitmg list, 13 did not qualify for a conventional or FHA loan, and 3 submitted incomplete questionnaires Housing Commission Minutes IX. ADJOURNMENT October 8, 2003 With members of the Housing Commission concurrence, Vice-Chair Larry Saindon adjourned the meeting at 4:40 p.m. to Wednesday, November 12, 2003, at 3:30 p.m. PATTY LEOf, RECORDING SECRETARY G\RDA\Patty Leon\Wpdncs\Housng Comm svon\Mmutes12003V 0-8-03 Draft wpd 7 a3-ot3 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE OCTOBER10,2003 SUBJECT HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meetmg Minutes of September 10 , 2003, approved at the Housmg Commission Meeting held on October 8, 2003 Please submit to the Housmg Authonty Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVED DENIEC RECEIVED.s F' e. OTHEP MEETIrT pAT C'a3-()_`5 -- - --- AYES : CC-f e.5;1 P1_E_y Q SO 1 -- -- . , NOES: ` _._ __— . ABSEN;nU.Sn 1- ------ - - - - - -- ABSTAIN: N - . VERIFIED BY: -- _ Original on File with Cit Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES SEPTEMBER 10, 2003 CALL TO ORDER Chair Leo Sullivan convened the meeting at 3 30 p m II. ROLL CALL Present III. Manny Reyes Larry Saindon Leo Sullroan Jane Turner Linda Ward Also Present Members Absent Roger Dash Carrie McLeod Justin McCarthy, ACM/Redevelopment 7erre La Rocca, Director of Housmg Janet Moore, Sernor Management Analyst Bryce White, Senior Construction Contract Admirnstrator Ezell James, Housing Programs Coordinator James Conway, Construction Maintenance Inspector Patty Leon, Senior Office Assistant Guest s Terry Erickson, RPM Regional Supervisor Jennifer Larson, Desert Sun Reporter Knsty Hanson, Kristy Hanson Architect Inc Debbie Bradley, Housing Programs Technician ORAL COMMUNICATIONS Jennifer Larson was introduced to the Committee, a Desert Sun reporter for Palm Desert 1 Housing Commission Minutes IV. CONSENT CALENDAR September 10, 2003 A MINUTES of the Regular Housing Commission meeting of July 09, 2003. Re: MOTION to approve the Minutes of the July 9, 2003, meeting was made by Larry Saindon, seconded by Linda Ward, unanimously approved. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No Reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of actions from the City Councd meetings of July 10 and August 28, 2003 The City Council approved the following items HA) Approved the operating Budget for Laguna Palms RDA) Approved the authorization to solicit bids for Palm Vdlage Apartments CC) Approved a deferred Home Improvement Program loan in the amount of $50,000 to Pedro Siordia/Guadalupe Delgado L Sullivan asked if the staff report regarding the Siordia Famdy home improvement program loan was presented to the Commission fordiscussion B W hite advised that due to the emergency of the request, action had to be taken immediately, hence, the request was sent to the Council He stated that Pedro Rodnguez with Code Compliance had received a court order to demolish the home, and that the homeowners did not have insurance The property was inspected by Bryce White, Pedro Rodriguez, and a civd engineerto determine ifthe homewas salvageable, all parties agreed itwas The program offers a maximum loan of $25,000, therefore, staff asked the Council to approve an exception to the program and assist the homeowners with a HIP loan of $50,000 A possible article in either the BrightSide and/or Desert Sun was suggested as a human interest 2 Housing Commission Minutes September 10, 2003 C. RPM MONTHLY STATUS REPORT (JULY AND AUGUST) The Monthly Status Report for July and August was reviewed by the Commission L Sullivan inquired on the significantly high vacancy for Country Club Estates Terry Erickson responded it was due to the amount of renovations work required in each unit D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (JULY & AUGUST) Report #1 for July and August was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT JUNE 8 JULY) Report #2 for June and July was reviewed by the Commission Linda Ward asked if Laguna Palms landscape expenses were included in the budget to which Terry Erickson replied yes At this point, Knsty Hanson oined the meeting and mtroduced herself F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (AUGUST AND SEPTEMBER 2003) Newsletters were reviewed by the Commission G. LETTER ADDRESSED TO JOANN BICE FROM RPM T La Rocca shared a letter of commendation to JoAnn Bice, Property Manager for Catalina Gardens, received from RPM Company The Commission asked Terry Enckson to extend their compliments to Joann 3 Housing Commission Minutes H. DESERT SUN `S NEWS ARTICLE September 10, 2003 Copies of two articles from the Desert Sun, "Housing Vouchers for the Needy Imperiled" and "Valley Housing Less Affordable," were provided to the Commission for review A supplement Desert Sun article, "Study Wages, Housing Costs are out of Sync," was distnbuted to the Commission for review PROGRAM ASSISTANCE LOCATOR T La Rocca introduced Debra Bradley, Housing Programs Technician forthe Housing Division, who gave an overview of the Program Locator she created She summarized the events which led to the need to research and obtam information on housing, utdity, senior/disabled, and legal assistance programs and felt it was important m order to direct calls to the nght Agencies Commission accepted the Locatorand congratulated heron a ob well done J. NAME CHANGE FOR COUNTRY CLUB ESTATES J Moore asked to table this item to New Business as it will require action from the Commission K. PALM VILLAGE APARTMENTS B White rewewed the staff report provided to the Commission and stated that, as previously mentioned, the Counal approved the solicitation of bids for the construction of the proposed Palm Village Apartments L Sullivan referenced the staff report and asked why re ection of staff's recommendation might result in the loss of HOME funds of $600,000 It was explained that the pro ect is being partially funded by HOME funds received from the County of Riverside Economic Development Agency which are required to be spent within a certam period of time, othenvise the funds are forFeited B White stated that some of the funds have already been spent on fees for plan check, varrances and sewer connections Housing Commission Minutes VI. NEW BUSINESS A. DESERT POINTE HALLWAY Rec By Minute Motion September 10, 2003 Approve and forward recommendation to the Palm Desert Housing Authority to authorize staff to enter into negotiations with local firms to perform work on Desert Pomte hallway/staircase pro ect Action Motion was made by Larry Saindon and seconded by Jane Turner to approve and forward recommendation to the Palm Desert Housing Authority to authorize staff to enter into negotiations with locai firms to perform work on Desert Pointe hallway/staircase project An amended staff report was distnbuted to the Commission J Conway stated that at the meeting of June 12`", Councd approved to solicit formal bids for this pro ect Six firms received bid documents, however, no bids were submitted Therefore, staff is asking to negotiate with local firms to accelerate commencement of the pro ect B. PUEBLOS APARTMENTS WALL Rec By Minute Motion Approve and forward recommendation to the Palm Desert Housing Authonty to award the bid to Crown City Budders for raismg of exterior block wall at Pueblos Apartments Action Motion was made by Larry Saindon and seconded Linda Ward by to approve and forward recommendation to the Palm Desert Housing Authority to award of bid to Crown City Builders for raising of exterior block wall at Pueblos Apartments J Conway reviewed the staff report statmg the wall is 4 ft tall allowable height is 6 feet Based on this and the desire to create privacy for the residents, staff is recommending to raise the wall by two blocks 5 Housing Commission Minutes C. COUNTRY CLUB ESTATES BLOCK WALL Rec By Minute Motion September 10, 2003 Approve and forward recommendation to the Palm Desert Housmg Authority to award Contract No HA-21370 to Joe Putrino, or to second low bidder John Bara as should Putrino not execute documents for the construction of a 6 foot pnvacy wall at Country Club Estates Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authority to award Contract No. HA-21370 to Joe Putrino for the construction of a 6 foot privacy wall at Country Club Estates as recommended by staff An amended staff report was distributed to the Commission, itwas explained that five bids were received in response to the formal solicitation of bids T La Rocca reviewed the bid amounts received by the contractors as depicted on the staff report She stated that the lowest bidder had submitted a letter withdrawing his bid following the bid opening After meeting with the city's attorney and reviewing the public works contracts and bidding requirements, it was concluded that the lowest bidder met none of those conditions reqwre to allow the withdrawal of his bid Staff recommends to award to the lowest bidder, however, if he chooses to re ect the award then the Agency will award the bid to the second lowest bidder and retain the lowest bidder's bid bond D. SIGNAGE AT ONE QUAIL PLACE Rec By Minute Motion Approve and forward recommendation to the Palm Desert Housmg Authority to award of contract to Signs by Mel/Calendar Girls for the mtenor signage at One Quail Place Action Motion was made by Jane Turner and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authorityto award of contract to Signs by Mel/Calendar Girls for the interior signage at One Quail Place Housing Commission Minutes September 10, 2003 A motion was made by Larry Saindon and Linda Ward to add Country Club Estates staff report to the Agenda. E. COUNTRY CLUB ESTATES NAME CHANGE Rec By Minute Motion Approve and forward recommendation to the Palm Desert Redevelopment Agency to authonze the name change of the Agency owned 141 unit apartment complex known as Country Club Estates to California Villas Action Motion was made by Larry Saindon and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authority to authorize the name change of the Agency owned 141 unit apartment complex known as Country Club Estates to California Villas J Moore reiterated that there are several developments in the Valley known as Country Club Estates Staff is recommending changing the name to California Villas to better identify the pro ect location Staff Report is scheduled to go to the City Councd meeting on September 25, 2003 VII. CONTINUED BUSINESS VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. Bryce referenced the HIP packet and stated it was smaller due to the commencement of a new fiscal year B. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authonty properties was provided to the Commission for rewew 7 Housing Commission Minutes C. September 10, 2003 HOVLEY GARDENS/PHASE II UPDATE T La Rocca informed the Commission that a grand opening for Hovley Gardens is planned for October 21, 2003 Concern was expressed with regards to the landscape not being completed for the opening E James advised that the Landscape Manager had approved the landscape design and anticipated completion before the grand opening L Sullivan inquired on the total number of production units, as they now exist T La Rocca stated Janet Moore wdl present an updated report on the housing production L Saindon mentioned an article in the Desert Sun was published with regards to the Hovely Gardens Phase I openmg by reporterJennifer Larson, who was present In reference to the sidewalks along Merle Street and 42 Avenue, E James reported that final design has been submitted to Public Works for review Knsty Hanson presented drawings illustrating the proposed senior complex of the 18 acre site She explained that the suggestions from the ADHOC Subcommittee had been incorporated, such as adding patios/porches, covered parkmg, and a wall along the front of the pro ect (not shown) The spanish mission-style architecture depicts a single storey duplex pro ect consisting of one-bedroom, one bath units which meet the requirements of Amencans with D sabdity Act The units are approximately 568- 685 square feet The varymg colors and architectural patios wdl differentiate from each unit A courtyard with a fountain was added to the center of the groupmgs to enhance the views from the patios E James stated that a clubhouse wdl be mcorporated into the design Following the presentation of the design concept, E James adwsed that the ADHOC Subcommittee had agreed with staffto negotiate with Knsty Hanson for architectural services for the single-family portion of the 18 acre site and asked the Commission for their concurrence The Commission concurred D. FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE E James stated staff had met with the consultant to finalize the program Housing Commission Minutes E. CATALINA GARDENS CLUBHOUSE September 10, 2003 E James reported Knsty Hanson was contracted to work with staff on the architectural design ofthe clubhouse He added that a meeting was held with Terry Enckson and JoAnn Bice to incorporate suggestions on the design concept Once the design is complete, it wdl be brought to the Commission for approval F. DESERT ROSE UPDATE (TERRE) UPDATE: RESALES OF LOT'S 8, 36, 73, 80, 93, 142, AND 152 J Moore reported that seven resales are in process of which buyers have been identified from our waiting list G. AFFORDABLE HOUSING WAITING LIST J Moore reported 64 applicants have been approved on the waiting list and a little over40 have been denied A speafic numberwas not reported on the number of questionnaires receroed IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair Leo Sullivan adjourned the meeting at 4:50 p.m. to Wednesday, October 8, 2003 at 3:30 p.m. C 2CSh PATTY LEdN, RECORDING SECRETARY G \RDA\Patty Leon\Wpdocs\Hous ng CommissicmUd nutes 2003\9-10-03 wpd E 3-083 r PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETAR DATE SEPTEMBER 11, 2003 SUBJECT HOUSING COMMISSION MINUTES Attached is a copy ofthe Housmg Commission Meetmg Minutes of July 9, 2003, approved at the Housmg Commission Meeting held on September 10, 2003 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTIOI3: APPROVSD DBNIED RSC IVfiD € ; ed ORHSR MESTI TE `1 l 51a 03 AYES: f fe5 f(1i4, SO(n NOES: Oh' ' P.SENT: FP oii.Snn ABSTI IN: /,' VBRIFISD BY: S s/rc Orlginal on File withG ity Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES July 09, 2003 I. CALL TO ORDER The Commission appomted Commissioner Carne McLeod as acting Chairman to conduct the meeting in absence of Chairman Leo Sullivan and Vice Chair Larry Saindon The meeting was convened at 3 30 p m II. ROLL CALL Present RogerDash Carrie IV1cLeod Manny Reyes Larry Saindon Linda Ward Also Present Members Absent Leo Sullivan Jane Turner Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Sernor Management Analyst Bryce White, Senior Construction Contract Administrator Ezell James, Housing Programs Coordinator James Conway, Construction Mamtenance Inspector Patty Leon, Senior Office Assistant Guest s Terry Erickson, RPM Regional Supervisor III. ORAL COMMUNICATIONS 1 Housing Commission Minutes IV. CONSENT CALENDAR July 09, 2003 A MINUTES of the Regular Housing Commission meeting of June 11, 2003. Re: MOTION fo approve the Minutes of the June 11, 2003, meeting was made by Linda Ward, seconded by Manny Reyes, unanimously approved. V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No Reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T. La Rocca rewewed the memo provided to the Commission of actions from the City Councd meetings of June 12 and 26, 2003 The City Councd approved the following items Authorized to solicit bids to construct a block wall at Country Club Estates Authorized to solicit bids for the hallway repairs at Desert Pointe Authorized RPM to award the bid to Dunphy's Extermapestfor annual pest control Authonzed RPM to award the bid to Carpet Collection for carpet replacement services on an as-needed basis Authorized RPM to award the bid to Liberty Landscaping for landscaping services for the Housmg Authority Properties Award of contract to Kristy Hanson for the design of a clubhouse facility for Catalina Gardens/Pueblos Apartments 2 Housing Commission Minutes C. RPM MONTHLY STATUS REPORT (JUNE) July 09, 2003 The Monthly Status Report for May was reviewed by the Commission D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(JUNE) Report #1 was reviewed by the Commission E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT MAY) Report #2 was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (JULY 2003) Newsletters were rewewed by the Commission T La Rocca asked if the termite notice provided to Taos, Desert Pointe and Neighbors Apartments was translated in Spanish, T Enckson replied yes G. DISCUSSION OF NAME CHANGE FOR COUNTRY CLUB ESTATES J Moore stated it was brought to the Agency's attention that several properties in the Valley had the same name as Country Club Estates Dunng discussion of name changes for Country Club Estates, the name Califorrna Vdlas was suggested to the Commission The Commission did not oppose the new name Staff will discuss the legal process with the Agency's legal councd on changing the name At this time, Vice-Chair Larry Saindon oined the meeting H. DISCUSSION ON THE HOUSING COMMISSION MEETING SCHEDULED FOR AUGUST T La Rocca addressed the City Council's summer meeting schedule Given that there are no items needing immediate attention, the Commission cancelled the meeting m August 13, 2003 by a 4-1-2 vote, with Commissioner Linda Ward opposing and Chairman Leo Sullivan and Commissioner Jane Turner absent 3 Housing Commission Minutes VI. NEW BUSINESS July 09, 2003 A. APPROVE THE FISCAL YEAR 2003-2004 BUDGET FOR THE LAGUNA PALMS APARTMENTS AND AUTHORIZE THE DIRECTOR OF FINANCE TO APPROPRIATE THE AMOUNTS (NCLUDED IN THE PROPOSED BUDGET Rec By Mmute Motion Approve and forward recommendation to the Palm Desert Housing Authority to approve the Fiscal Year 2003-2004 Budget for the Laguna Palms Apartments and authorize the Director of Finance to appropriate the amounts included m the proposed budget Action Motion was made by Linda Ward and seconded by Roger Dash to approve and forward recommendation to the Palm Desert Housing Authority to approve the Fiscal Year 2003-2004 Budget for the Laguna Paims Apartments and authorize the Director of Finance to appropriate the amounts included in the proposed budget. In reference to the Laguna Palms budget worksheets, J Moore distributed a revised report with the correct property name to the Commission T La Rocca noted that the Agency wdl incur a loss due to improvements that wdl be completed dunng the first year, which are primarily interior improvements C. McLeod asked what type of analysis was conducted to determine a cap tal improvement expenditure of $216,000 It was explained that prior to acqwnng a property, a renovation firm affiliated with RPM Company, mspected each unit and provided the Agency with approximation costs to rehabditate Additionally, a reserve study wdl be conducted once the ma or renovation is completed. VII. CONTINUED BUSINESS VII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was prowded to the Commission for rewew CI Housing Commission Minutes July 09, 2003 B White distnbuted pictures of recent HIP homes completed Approximately26 homes have been completed this year Currently, there are 10 homes in progress, 9 soliciting proposals from contractors, and 7 in process R Dash asked for clanfication on Riverside County grants and loans provided to applicants as shown in the report It was explained that it is a program admmistered through the Countyof Riverside where a deferred loan is provided on top of HIP loan The County's program emphasizes intenor improvements and the City concentrates on the extenor B. HOUSING AUTHORITY PROPERTIES UPDATE J Conway reviewed the update provided to the Commission As a continwng effort to upgrade the fire alarm system at Las Serenas, information on a wireless technology fire system provided by World Electronics, based m Florida was prowded to the Commission for consideration Prior to incurnng costs for a representative to mspect Las Serenas, J Conway asked the Commission for direction Discussion followed with concerns of costs incurred from frequent false alarms and the feasibility to prowde this service to other properties with senior tenants J McCarthy requested that this item be tabled for further discussion by staff before such a decision is made, to ensure this type of service would be acceptable Country Club Estates re-certifications are complete with the exception of 16, which wdl be served with notices at the end of their leases C. HOVLEY GARDENS/PHASE II UPDATE E James reported that Hovley Gardens pro ect is ahead of schedule and antiapate Phase I of 48 units to be occupied the latter part of this month Staff has been working with the ADHOC Subcommittee to fmalize Phase II of the 40 Acre Site which includes 141 single-famdy homes, self help homes, and a senior complex One of the issues addressed, is pnor to isswng a Certificate of Occupancy, a final tract map must be submitted, which is m design The Planrnng Departmentwdl askthe City Council foran amendment 5 Housing Commission Minutes July 09, 2003 to the Resolution to extend the time m order to complete the design of the tract map for submission In reference to the 42"d Street sidewalks, E James stated that all fieldwork is complete and is in fmal design D. FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE E James reported the draft is complete and is waiting to hear from the consultant to ensure everything is in order E. CATALINA GARDENS CLUBHOUSE E James reported that as previously mentioned, an award of contract was made to Kristy Hanson, a local architect in Palm Desert Her work includes homes in 8ig Horn, Las Casuelas La Qumta, and a church in Cathedral City F. DESERT ROSE UPDATE (TERRE) UPDATE: RESALES OF LOT'S 8, 36, 73, 80, 93, 142, AND 152 J Moore stated that there are 7 resales in process It was explained that the Agency is acquiring some of the properties from the sellers as opposed to the sellers selling direct to a buyer, which is a longer process, but gives the Agency much more control of the resales G. AFFORDABLE HOUSING WAITING LIST To date, 176 questionnaires have been solicited, 84 were received, 52 were approved, and 24 were denied The BnghtSide will advertise the affordable program in July IX. ADJOURNMENT With members of the Housing Commission concurrence, Acting Chair C. McLeod adjourned the meeting at 4:55 p.m. to Wednesday, September 10, 2003 at 3:30 p.m. C% rx 'l PATTY LECEN, RECORDING SECRETARY G \FiDAV'atry I.eon\Wpdocs\Ilousing Cammission Nlinutes 2003\7-9-03 .pd J as-o 3 E I PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, ADMINISTRATIVE SECRETARY DATE AUGUST 27, 2003 SUBJECT HOUSING COMMISSION MINUTES Attached is a copy of the Housmg Commission Meeting Mmutes of June 11, 2003, approved at the Housing Commission Meeting held on July 9, 2003 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVED DEN28D RECEIVED C F.%rd OTHER - -- -- MEET I} G, DATF W D -- AYES: (' rii iotfs }//ri, _S /xon NOES•onw; _ ._ ABSENT: A/M 5- - ABSTAIN: l^^ VERIFIED BY: K r Original on Eile with Ci Clerk's Office I. CALL TO ORDER ClTY OF PALM DESERT HOUSING COMMISSION MINUTES June 11, 2003 Chair Leo Sullivan convened the meeting at 3 30 p m II. ROLL CALL Present RogerDash Carrie McLeod Manny Reyes Larry Saindon Leo Sullivan Linda Ward Also Present Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Senior Management Analyst Ezell James, Housing Programs Coordinator James Conway, Construction Maintenance Inspector Patty Leon, Senior Office Assistant Guest s Terry Enckson, RPM Regional Supervisor Jane Turner, Potential Housing Commission Member III. ORAL COMMUNICATIONS Members Absent 1 Housing Commission Minutes IV. CONSENT GALENDAR June 11, 2003 A MINUTES of the Regular Housing Commission meeting of May 14, 2003. Re: A motion was made to approve the minutes with the following correction: Page 4, New Busmess, Section A Statement should read as follows Linda Ward quesfioned f the Agency expected concerns from the neighboring residenfs wifh respect to the encroachment of our property line." V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No Reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of actions from the City Councd meetings of May 8& 22, 2003 The City Councd approved the ratification of a$1 per door management fee increase to RPM Management and authorized RPM to award the following bids, Millennium Carpet Cleaning and Dyeing Companyforcarpet cleaning service, V M Pool Service for pool maintenance, and Excel Doors & Gate Company for replacement of util ty doors at Las Serenas Apartments C. RPM MONTHLY STATUS REPORT (MAY) The Monthly Status Report for May was reviewed by the Commission C McLeod questioned the conversion ratio on the report and asked why One Quad Place percentage was significantly low, T Erickson replied that the percentage is based on the availability of units There were more qualified applicants than un ts available Housing Commission Minutes June 11, 2003 D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (MAY) Report #1 was rewewed by the Commission Leo Sullroan asked if Section 9, Above Moderate of the report were market rent totals T Erickson replied that Above Moderate totals are anybody that qualifies over the 120% of the County's median mcome level The report shows a total of 17 paymg market rent inclusive of Country Club Estates E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT APRIL) Report #2 was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (JUNE 2003) Newsletters were reviewed by the Commission G. 2002 SURVEY COMMENTS As a follow-up to the Committee's request at the last meeting, a list of wntten comments recerved from our Housing Authontytenants were provided to the Commission for review In answer to a question regarding the maintenance of the laundry facdities, Terry Enckson affirmed that RPM staff had addressed those issues and clarified that the laundry service company on contract is responsible for the maintenance of the washers and dryers only VI. NEW BUSINESS A. AUTHORIZATION TO SOLICIT BIDS FOR CONSTRUCTiON OF BLOCK WALL FOR COUNTRY CLUB ESTATES Rec By Minute Motion Approve and forward recommendation to the Palm Desert Housing Authonty to authonze solicitation of bids for the construction of a block wall at Country Club Estates Housing Commission Minutes June T1, 2003 Action, Motion was made by Carrie McLeod and seconded by Larry Saindon to approve and forward recommendation to the Palm Desert Housing Authority to authorize solicitation of bids for the construction of a block wall at Country Club Estates. James Conway reported that a Staff Report to award a contract to construct a block wall at Country Club Estates was considered by the Commission at its last meeting, however, the Agency had failed to publish and formally soliat bids as a requirement of the City bid guidelines when awardmg a contract over $10,000 B. AUTHORIZATION TO SOLICIT BIDS FOR THE HALLWAY REPAIRS AT DESERT POINTE APARTMENTS Rec By Minute Motion Approve and forward recommendation to the Palm Desert Housmg Authonty authonze solicitation of bids for the hallway repairs at Desert Pointe Apartments Action Motion was made by Larry Saindon and seconded by Carrie McLeod to approve and forward recommendation to the Palm Desert Housing Authority authorization to solicit bids for the hallway repairs at Desert Pointe Apartments Leo Sullivan expressed concern with the time line of the pro ect and asked why it was taking so long Since this pro ect involves several different construction applications, staff explained that in order to determme the cost effectiveness of the pro ect and the scope of work required, staff consulted several contractors Determination of the best approached i e one contract versus subcontractmg the pro ect out, took extensive research It was advised that the artwork is not included in the bid process C. AUTHORIZE RPM TO AWARD THE BID TO CARPET COLLECTION FOR CARPET REPLACEMENT SERVICES ON AN AS-NEEDED BASIS Rec By Mmute Motion Approve and forward recommendation to the Palm Desert Housing Authority authonze RPM to award the bid to Carpet Collection for carpet replacement Housing Commission Minutes June 11, 2003 serwce on an as-needed basis for eight (8) of the Housmg Authority Properties Action• Motion was made by Carrie McLeod and seconded by Linda Ward to approve and forward recommendation to the Palm Desert Housing Authority to authorize RPM to award the bid to Carpet Collection for carpet replacement service on an as- needed basis for eight (8) of the Housing Authority Properties Upon questioned on the selection and quality of carpet. T Enckson stated that RPM had negotiated the price and selection of carpet for all RPM managed properties within the guidelines of the Redevelopment Agency D. AUTHORIZE RPM TO AWARD THE BID TO LIBERTY LANDSCAPING FOR LANDSCAPING SERVICES AT EIGHT (8) OF THE HOUSING AUTHORITY PROPERTIES Rec By Minute Motion Approve and forward recommendation to the Housing Authority authorizing RPM to award the bid to Liberty Landscaping in the amount of $20,867 per month for landscaping services for eight (8) Housing Authority Properties Action Motion was made by Roger Dash and seconded by Larry Saindon to approve and forward recommendation to authorize RPM to award the bid to Liberty Landscaping in the amount of 20,867 permonth forlandscaping services foreight (8) Housing Authority Properties. For clanfication purposes, J Moore stated that per RPM's new contract, Housing Authority service contracts over $25,000 require Authority approval and are bemg brought to the Housing Commission for approval E. AUTHORIZE RPM TO AWARD THE BID TO DUNPHY'S EXTERMAPEST FOR ANNUAL PEST CONTROL SERVICES AT SEVEN (7) HOUSING AUTHORI7Y PROPERTIES Rec By Minute Motion Approve and forward recommendation to the Housing Authonty authorizing RPM to award bid to Dunphy's Extermapest m the amount of $14,580 for annual pest control serwces at seven (7) of the Housing Authonty Properties. 5 Housing Commission Minutes June 11, 2003 Action Motion was made by Carrie McLeod and seconded by Linda Ward to approve and forward recommendation to authorize RPM to award the bid to Dunphy's Extermapest in the amount of 14,580 for annual pest control services at seven (7) of the Housing Authority Properties. It was explained that the award of contract, although it is only for seven (7) of the Housmg Authonty owned properties will service Country Club Estates and Laguna Palms, however, due to the work required on both properties monthly service agreements would be difficult at this time, but will be included in next year's bid F. OCCUPANCY STANDARDS Rec By Minute Motion Approve and forward recommendation to the Housing Authority to adopt a Resolution approving the occupancy standards for residential units operated by the Authority on behalf of the Palm Desert Redevelopment Agency through its Low and Moderate Income Housing Program Action Motion was made to table the item to the next scheduled meeting Janet Moore reported that smce the Staff Report was prepared, a couple of concerns need to be addressed that require further discussion with legal counsel She made referenced to the Staff Report and reviewed the significant changes thatwill be made to the report i e appomting the Housing Commission as the Appeals Board, clarification on "Eligible Families" total household income, and fhe Uniform Housing Code Discussion followed with what is considered a family and what the regulations are from Fair Housing It was advised that the Policy wdl be shared with the Fair Housing Council of Riverside County for review and comment Once approved, a copy will be given to tenants with every new lease and re-certrfrcation to an existing lease Given the current concerns, it was advised to table this item untd Legal Counsel & Fair Housing has an opportun ty to comment. VII. CONTINUED BUSINESS Housing Commission Minutes VII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE June 11, 2003 An update on the Home Improvement Program was provided to the Commission for review In Bryce's absence, T La Rocca asked ifthe Commission had anyquestions on the report provided L Sullivan adwsed that Bryce White is being awarded the "Award of Excellence" by the Palm Desert Chamber of Commerce next week B. HOUSING AUTHORITY PROPERTIES UPDATE James Conway gave an oral update on the Housmg Authority Properties The roll-up doors will be installed at Las Serenas 200 ceilmg fans were donated via grant from the Energy Coalition for the Housing Authority properties Tree tnmming is taken place at One Quail Place Inspection of units at Laguna Palms are m progress, puttmg together a budget for repairs needed for the property C. HOVLEY GARDENS/PHASE II UPDATE An oral update was given by Ezell James on the progress of the Pro ect He reported that the pro ect is on schedule and anticipate Phase I opening the end of July first week of August Mr James addressed the issue with traffic passage from Merle to 42 Street and stated that with the help from the Corporate Yard the street was blocked off With regards to Phase II, several meetings were held with Phil Drell, Justin McCarthy, Mainiero Smith and Associates, Ezell James and Terre La Rocca to discuss the layout of the single-famdy homes and the senior component of the pro ect A request was made by the ADHOC Subcommittee to keep the sernor component separate from the single-families Once the design is complete, staff wdl present to the Housing Commission for review Discussion followed with the type of units for the seniors and total number of units of Phase II Layout of the sidewalks along 42"d Street north and south are m design and wdl be presented to the Housing Commission once completed Housing Commission Minutes E F G. 1: June 11, 2003 FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE The First Time Homebuyers Program is complete and is being reviewed by Justin McCarthy and Terre La Rocca With regards to Catalina Clubhouse, E James stated that (6) architect proposals were received and are being reviewed PROPOSED ACQUISITION OF 48 RENTAL UNfTS APN 327-122-005 Close of escrow is scheduled for July 1, 2003 James Conway has completed all the due ddigence and no ma or problems have been identified Upon questioned if any issues were raised with the Alta Survey, J Moore stated that when the properties were first built the bwldings were budt upon several parcels Therefore, new parcel map ad ustment will be required to combine the parcels to one parcel City staff will address this issue after escrow closes We have accepted the property as is and escrow is proceeding DESERT ROSE UPDATE Seven resales, fifteen refinances and two foreclosures are currently in process at Desert Rose AFFORDABLE HOUSING WAITING LIST An update on thewaiting list for affordable single-famdy homes was provided by Janet Moore To date, 126 contacts have been made, 62 completed questionnaires were submitted, 45 were approved, and 19 were denied A question was asked on what type of documentation is provided to those applicants denied J Moore stated that we provide those applicants that are denied with the appropriate mformation reqwred based on the decision to make that determmation ADJOURNMENT With members of the Housing Commission concurrence, Chair L. Sullivan aH urned the ing at 4:50 p.m. to Wednesday, July 09, 2003 at 3:30 p.m. l J ti ,r- , 1' u,t.c.La D Y J PATTY LEO'N, RECORDING SECRETARY G RDA Patty Leon\WpdocsViousmg CommissionV finute5 2003\6-I 1-03 wpd E F a , w PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, SENIOR OFFICE ASSISTAN DATE MAY 28, 2003 SUBJECT HOUStNG COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes of April 16, 2003, approved at the Housing Commission Meetmg held on May 14, 2003 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTIOIv: APPROVED DENIEDRECfiIVED € File OTH&R MEETING DATE R AYES: i YVOES: (`n • prq DYl Ketl, ; nABSENT: (jon2. BSTAIN: one ISRIFIED By; - riQi on File wi tDh Cit Clerk a OPfice CITY OF PALM DESERT HOUSING COMMISSION MINUTES Aprii 16, 2003 CALL TO ORDER Chair Leo Sullivan convened the meeting at 3 30 p m II. ROLL CALL Present Roger Dash Carrie McLeod Larry Saindon Leo Sullivan Linda Ward Also Present Justin McCarthy, ACM/Redevelopment Janet Moore, Senior Management Analyst Bryce White, Senior Rehab Const Specialist James Conway, Construction Maintenance Inspector Patty Leon, Senior Office Assistant Guest s Terry Erickson, RPM Regional Superwsor Jane Turner, Potential Housmg Commission Member III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR Members Absent Manny Reyes A MINUTES of the Regular Housing Commission meeting of March 12, 2003. Re: Motion carried to approve minutes as presented 1 Housing Commission Minutes V. INFORMATIONAL ITEMS A. COMMISSION REPORTS None B. RPM MONTHLY STATUS REPORT (March) April 16, 2003 The Monthly Status Report for February was reviewed by the Commission C McLeod asked for clanfication on the re ections at One Quail Place T Enckson responded re ections are applicants that did not meet the criteria for the affordable program L Saindon commented on the percentage of occupancy being high T Enckson stated the properties are only renting on the affordable program to year round residents versus seasonal C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (MARCH REPORT) Report #1 was reviewed by the Commission J Moore noted a correction to Report #1, Catalina Gardens very low level shows at 648, it should be 216 D. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT FEBRUARY REPORT) Report #2 was provided to the Commission for rewew A question was asked why the mamtenance expenses at Neighbors Gardens are so high T Enckson responded that some appliances were purchased and some intenor work was done Discussion followed with regard to the timing of service calls versus the actual expenditures and when they show up m the financial reports 2 Housing Commission Minutes April 16, 2003 A question was asked on the laundry issues T Erickson responded that laminated orange signs were posted in English and Spanish with regards to instructions. E. HOUSING AUTHORITY PROPERTIES NEWSLETTER (MARCH 2O03) Newsletters were reviewed by the Commission Linda Ward inquired about a bulk cable rate for Las Serenas J Moore stated she was contacted by Time Warner Cable to renew the bulk cable at One Quad and was offered the opportunity to add the other properties such as Las Serenas to the contract However, the penetration rate at the properties differs and we would have to further considerwhat is beneficial for the tenants as well as the Agency in providing bulk cable to all 866 units Currently, at One Quail Place, the Agency pays for 384 units and only 315 participate, creating times when the Agency is subsidizing the difference in cost It was relayed by Justin McCarthy that the Agency is in the business of providing affordable housing and not affordable cable VI. NEW BUSINESS A Ratrfication of a$1.00 per door management fee increase to the agreement for management services with RPM Company Rec By Minute Motion That the Housing Commission ratify a$1 00 per door management fee increase to the agreement for management services by and between the Palm Desert Housing Authonty and RPM Action Motion was made by Carrie McLeod and seconded by Linda Ward to ratify a$1.00 per door management fee increase to the agreement for management services by and between the Palm Desert Housing Authority and RPM Company. Commission was provided with a staff report and the results of the survey mailed to all housing authonty tenants J Moore stated that the Agency was given the authority in the Management Agreement to increase management fee up to a dollar per door once a year Housing Commission Minutes April 16, 2003 Given the results of the survey, comment was made regardmg the enforcement of property management rules and whythe percentages were so high in the poor and fair categories on the smaller properties It was explained that the results are tracked to weigh the effectiveness of the management, however, not all tenants complete a survey which skews the results on the smailer properties It was also mentioned that the surveys are sent by the Agency and are directly maded back to the Agency RPM conduct their own internal surveys L Sullivan requested RPM's survey results for companson L Ward requested a copy of tenant comments received with the surveys with respect to things they want on the properties B Palm Desert Housing Authority Budget Fiscal Year 2003-2004 Rec By Mmute Motion Authonze the Finance Director to mclude the 2003-2004 Palm Desert Housing Authority Operating, Capital, and Replacement Budgets in the City of Palm Desert's Finance Plan for 2003-2004 for Adoption by the Housing Authonty Action Motion was made by Carrie McLeod and seconded by Larry Saindon to authorize the Finance Director to include the 2003- 2004 Palm Desert Housing Authority Operating, Capitai, and Replacement Budgets with the appropriate corrections in the City of Palm Desert's Finance Plan for2003-2004 forAdoption by the Housing Authority. A memo was provided to the Commission to show what the large variances were Discussion ensued with concerns of expenditures significantly higher than revenue at certain properties J Moore explained that the smaller properties revenues can not cover because of their affordability levels, unlike One Quad's higher low's that help carry some of the very low's Also, given the maturity of the properties, certain properties are in need of extenor renovations as well as interior work during move-outs such as replacing closet doors and ceding fans n Housing Commission Minutes April 16, 2003 A question was raised as to whether the Agency expected the properties to be self-sustained or subsidized to some degree It was explained thatthe Agency has a legal stipulated requirement pursuant to the lawsuit with Western Center Law and Poverty, to provide affordable housing to certam levels Staff is looking into ways of reducing some of the expenses to the extent that we can assist in makingthepropertiesself-sustaming Someconsiderationsdiscussed were mitigate electricity at the senior properties, reduce bank charges for admmistrative fees, and look for existing funding mechanism such as Section 8 or other subsidy programs A request was made to prowde information on Section 8 Another issue was raised with regards to expenditures on advertising and promotional A brief description was provided of the monetary costs used for advertising and promotional activities After corrections made to the report with respect to missing amounts m certain columns, the consensus was to approve with corrections VII. CONTINUED BUSINESS VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program was prowded to the Commission for review B White stated that the report's format was changed to show the actroe pro ects first and completed pro ects towards the end Five homes are m progress He added that he is also preparing site plans for homeowners to assist the Building and Safety and Planning Department with permits B. HOUSING AUTHORITY PROPERTIES UPDATE James Conway reviewed the update on the Housing Authority Properties provided to the Commission Las Serenas Housing Commission Minutes April 16, 2003 Proposals were received with regards to constructing a block wall ad acent to San Tropez Apartments, installation of a fire alarm system, and utility roll ups for storage units Staff wdl provide the Housing Commission with mformation at the next scheduled meeting Pueblos Proposals will be presented to the Commission for review to raise the height of the wall on the west side Desert Pointe James Conway attempted to get proposals from painters, plaster comparnes, and electnc companies but has been unsuccessful As an alternative, several general contractors were contacted to provide proposals to handle all the work reqwred mstead of doing the work with separate contractors Staff is currently waitmg for bids Country Club Estates Received several proposals to construct a wall ad acent to a neighboring apartment complex, will present to Housing Commission at the next scheduled meeting C. HOVLEY GARDENS/PHASE II UPDATE A memo of updates on Hovley Gardens and the First-Time Homebuyers Program was provided to the Commission for review J Moore stated that the dry utilities are 90% complete and man holes have been finished Phase I of the pro ect will be ready foroccupancy July 1, 2003 with a completion pro ect date of December 31, 2003 It was explained that the Agency is working with tenants that are overcrowded at our Housing Authority properties to relocate them to larger units at Hovley Gardens Although Hovley Gardens wdl not give first pnonty to our tenants, they will advise as to when they will be accepting applications RPM has notified tenants of where applications will be taken Also mentioned was a Relocation Program to assist our overcrowded tenants with the difference in any rent increase and moving cost There was an exchange of views with regard to paymg tenants to relocate 6 Housing Commission Minutes D. FIRST TIME HOMEBUYERS PROGRAM UPDATE April 16, 2003 J Moore explained that the lenders consortia concept for a First-Time Homebuyers Program has been turned over to CVAG to make it avadable valley-wide She referenced an article in the Desert Sun with respect to CVAG's mterest and that the target groups would be at the high end of low and moderate income levels The Agency will work on a more localized program that can be administered m-house As mentioned at the last meeting, the Agency could tap into CVAG's program by virtue of prowding third trust deeds for families within the City of Palm Desert reqwnng the necessary covenants m order to make that count towards our stipulated numbers E. PROPOSED ACQUISITION OF 48 RENTAL UNITS APN 327-122-005 The seller has signed the letter of intent J Moore indicated that legal counsel is working on the wordmg of the Purchase and Sale Agreement F. DESERT ROSE UPDATE Three resales in process J Moore stated that the Agency is exercising its option to purchase the properties back and identifying buyers from our waiting hst G. AFFORDABLE HOUSING WAITING LIST To date, 96 contacts have been made, 51 applications received, and 38 applicants were approved for the waitmg list Chair Leo Sullivan thanked Janet Moore for fdling in on behalf of Terre La Rocca m her absence IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair L. Sullivan adjourned the meeting at 5:10 p.m. to Wednesday, May 14, 2003 at 3:30 p.m. a PATTY LEbN, RECORDING SECRETARY G \RDA Patty Leon\Wpdocs Housmg Comm SsionU-1 nutes 200314-Ib-03 wpd a3- a 3 p I PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO. RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, SENIOR OFFICE ASSISTANT DATE JUNE 17, 2003 SUBJECT; HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes of May 14, 2003, approved at the Housmg Commission Meeting held on June 11, 2003 Please submit to the Housmg Authority Board Thank you cc Carlos L Ortega, Executroe Director CITY OF PALM DESERT HOUSING COMMISSION MINUTES May 14, 2003 I. CALL TO ORDER Chair Leo Sullivan convened the meeting at 3 30 p m II. ROLL CALL Present RogerDash Carrie McLeod Manny Reyes Larry Saindon Leo Sullivan Lmda Ward Also Present Justm McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Senior Management Analyst Bryce White, Senior Rehab Const Specialist Ezell James, Housing Programs Coordinator James Conway, Construction Mamtenance Inspector Patty Leon, Senior Office Assistant Guest s Terry Enckson, RPM Regional Supervisor Jane Turner, Potential Housing Commission Member Members Absent CITY COUIVCIL ACTIOIV: APPROVED RBCSIVED DENIED III. ORALCOMMUNICATIONS 'rd OTHER I ETING DATE AYES: Fp,r INOES: N .1 Q 1, CSP SC 1ABSENT: 5BSTAIN: j VSRIFIED BY: . r Original on File withCCity Clerk's L Office Housing Commission Minutes IV. CONSENT CALENDAR May 14, 2003 A MINUTES of the Regular Housmg Commission meeting of April 16, 2003. Re: A motion was made to approve the minutes with the following corrections: Under New Busmess, Section A, statement should read as follows Linda Ward requested a copy of tenant comments received with the surveys with respect to things they want on the properties" Ad ournment Leo Sullivan ad ourned the meeting and not Larry Saindon V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No Reports B. RPM MONTHLY STATUS REPORT (APRIL) The Monthly Status Report for Apnl was reviewed by the Commission T Enckson stated that One Quail's Monthly Status Report was missing from the packet Staff wdl provide at the next scheduled meeting C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (APRIL REPORT) Report #1 was reviewed by the Commission C McLeod asked if the income limits from the Department of Urban and Housing (HUD) had changed J Moore that the new income eligibdity limits were received from HUD but wdl be m effect July 1, 2003 The rent structure for the Housing Authonty properties are set from July 15` to June 30'h Housing Commission Minutes May 14, 2003 L Sullivan asked why the report distinguished the senior properties from the multi-family properties by type J Moore responded that by groupmg the properties by type, it shows the different trends in occupancy and rents between senior and multi-family properties We also are reqwred to report the mformation to HCD differentiating elderly and non-elderly D. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT MARCH REPORT) Report #2 was reviewed by the Commission E. HOUSING AUTHORITY PROPERTIES NEWSLETTER (MAY 2003) Newsletters were reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES ADVERTISING/PROMOTIONAL As a follow-up to the Committee's request at the last meeting, a memo to Janet Moore from Terry Enckson was prowded to the Commission explaining the expenses incurred m the categones of Advertising and Promotional As stated m the report, the costs have decreased from the previous years A question was asked on why the answenng service is included under Advertising T Erickson stated that all properties, with the exception of Las Serenas, have hold systems that advertise the speafic property calling Since Las Serenas is the only property that has been changed to an answering service, there is no other current location for the budget We wdl work to change this next year G. LETTER FROM A TENANT AT LAS SERENAS A copy of a letter received from a tenant expressing how impressive staff is at Las Serenas was provided to Commission as information At this point, Chair Sullivan changed the order of agenda and referred to Continued Business. H. AFFORDABLE HOUSING (DESERT SUN ARTICLES) T La Rocca rewewed the articles provided to the Commission and stated they are for mformation only 3 Housing Commission Minutes May 14, 2003 CITY COUNCIL ACTIONS TO CONSIDER COMMITTEE/COMMISSION APPOINTMENTS AND RE-APPOINTMENTS As an update with regard to appointments and re-appointments of Committee and Commission members, an email from Rachelle Klassen, City Clerk, was provided to the Commission The actions from Councd were as follows Carne McLeod, Manuel Reyes, Larry Saindon and Leo Sullivan were re-appomted The City Councd wdl be conducting interviews for potential Committee/Commission members Jane Turner, present as a potential member, stated she had not yet been contacted for an mterview Rachelle Klassen, City Clerk, entered the room to clanfy interviews for potential members The Commission asked Rachelle to forward to the Councd their concern and interest in Jane Turner as a member, as well as her commitment in attending the Housing Commission meetings since November 2002 VI. NEW BUSINESS A Award of Contract for construction of a 6 foot privacy wall at Country Club Estates Rec By Minute Motion Approve and forward recommendation to the Palm Desert Housing Authonty to award a contract with Vantage Point Construction in the amount of 105,948 00 for the construction of a 6 foot pnvacy wall on the Housing Authority Property known as Country Club Estates Action Motion was made by Carrie McLeod and seconded by Manny Reyes to approve and forward recommendation to the Palm Desert Housing Authority to award a contract with Vintage Point Construction in the amount of $105,948.00 for the construction of a 6 foot privacy wali on the Housing Authority Property known as Country Club Estates. James Conway reviewed the staff report and asked the Commission for approval and recommendation of the wall He indicated that the wall is approximately 1,800 Imear feet Cost per square foot is significantly high smce it is a prevailmg wage pro ect L Ward questioned if the Agency expected concerns from the neighbonng residents with respect to the encroachment of our property Ime J Conway stated notices were maded to the neighbonng residents and had received positive responses 0 Housing Commission Minutes May 14, 2003 B Authorize RPM to award the bid forthe replacements of plywood utdity doors with storage type roll-up doors at Las Serenas Apartments Rec By Minute Motion Approve and forward recommendation to the Palm Desert Housmg Authority to authonze RPM to award the bid to Excel Door & Gate Company m the amount of $10,997 00 for the replacement of plywood utdity doors with storage type roll-up doors at Las Serenas Apartments Action Motion was made by Carrie McLeod and seconded by Larry Saindon to approve and forward recommendation to the Palm Desert Housing Authority to authorize RPM to award the bid to Excel Door & Gate Company in the amount of $10,997.00 for the replacement of plywood utility doors with storage type roll-up doors at Las Serenas Apartments. C Authorize RPM to award the bid for carpet serwces for all Housing Authonty Properties Rec By Minute Motion Approve and forward recommendation to the Palm Desert Housing Authonty to authorize RPM to award the bid to Millennium Carpet Cleanmg and Dyeing, Co for carpet service on an as-needed basis for all Housing Authonty Properties based on unit size and type of repairs required Action Motion was made by Larry Saindon and seconded by Carrie McLeod to approve and forward recommendation to the Palm Desert Housing Authority to authorize RPM to award the bid to Millennium Carpet Cleaning and Dyeing, Co. forcarpet service to an as-needed basis for all Housing Authority Properties based on unit size and type of repairs required. James Conway reviewed the staff report A question was asked on how much is spent a year for replacement and/or cleanmg of carpets T Enckson responded approximately $200,000 A question was asked why we contract for one-year, it was explained that RPM's contract requires that contract services shall be bid each year for the penod July 1 thru June 30 Expenditures of $5,000 or more require pnor approval of the Housing Authority, in addition to submittal of three bids It was noted that RPM will only be using Millennium Carpet on an as-needed basis G Housing Commission Minutes May 14, 2003 D Authorize RPM to award the bid for maintenance of pool service for all Housing Authonty properties Rec By Minute Motion Approve and forward recommendation to authorize RPM to award the bid to V M Pool Service forthe annual amount of $25,080 to mamtain pool service for all Housing Authority properties Action Motion was made by Carrie McLeod and seconded by Linda Ward to approve and forward recommendation to authorize RPM to award the bid to V. M. Pool Service for the annual amount of 25,080 to maintain pool service for all Housing Authority properties. James Conway reviewed the staff report A question was asked on why the Agency was not awarding the contract to the lowest bidder It was explained that, as stated in the staff report, V M Pool Service is a current provider who have demonstrated pnde in workmanship The lowest bidder not expenenced with large apartment communities T La Rocca stated that the Agency can make exceptions for professional services VII. CONTINUED BUSINESS A Community Development Block Grant Rec Review and Comment Frankie Riddle, Management Analyst with the City Clerk's office, was presenttoreviewthedraftFive-YearConsolidatedPlan Shestatedthatthe report is complete and includes the One-Year Action Plan The final report will be presented to the City Councd at their May 22"d meeting for final approval and then submitted to HUD Discussion followed with corrections made to the report with respect to grammatical errors Changes to be incorporated into the fmal plan There bemg no action required, the meeting proceeded to the next agenda item under Information Items C Housing Commission Minutes VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE May 14, 2003 An update on the Home Improvement Program was provided to the Commission for rewew B W hite stated twelve homes have been completed this year for a total of 111 completed on the program Relative to CDBG funds, B White stated that the Agency has an additional year to spend the funds that were allocated for FY 2002-2003 A question was asked on the number of code violations received with HIP applications Bryce replied approximately 30% to 40°/a The code compliance officers have HIP applications on hand to refer homeowners m need of assistance related to enforcement of wolations and type of repairs It was noted that there is a city ordinance with respect to landscape and maintenance of the property The ordinance is distnbuted with the HIP applications B. HOUSING AUTHORITY PROPERTIES UPDATE A bnef update was given on Country Club Estates T Enckson reported they have completed tenant re-certifications with the exception of nme Seven have qualified at market rate and 12 at moderate income levels The ma ority of the tenants have receroed rent decreases and rents currently range from 115 to $645 Market rents range from $600 to $655 T Erickson stated an arborist from Liberty Landscape Company walked the property and recommended treatment and/or removal of diseased trees T La Rocca directed Spencer Krnght be contacted and involved with this issue Upon mqwry of the hallway at Desert Pomte, J Conway reported that only one bid was submitted in the amount of $60,000 and stated that there was no significant mterest in the pro ect by those contractors contacted He stated that he had contacted local contractors and hopes to receive two additional proposals He addressed the breakdown of improvements associated with the hallway Miscellaneous Item C McLeod inquired on the sale of lot #32 and coach at Portola Palms Mobde Home Park J Moore stated it was sold through a bid process to the highest Housing Commission Minutes May 14, 2003 bidder and is currently in escrow. Once escrow closes, the buyer wdl have 30 days to remove the coach from the premises C. HOVLEY GARDENS/PHASE II UPDATE An oral report was given by Ezell James on Hovley Gardens and the First Time Homebuyers Program He reported Phase I of Hovley Gardens is on schedule and wdl be occupied in August T La Rocca reported that the condition of approval for Hovley Gardens states that pnor to the issuance of the fmal Certificate of Occupancy, a final tract map must be submitted and recorded Given the time-line and improvements associated with the re-designmg of the map, it would not be possible to record by August Therefore, a memo was sent to Phil Drell asking to relieve us of this condition With respectto Phase II, a meeting was held with the ADHOC Subcommittee on April 29, 2003 Marvm Roos with Mainiero, Smith and Associates, presented three different concepts for the layout of the pro ect The Sub- Committee requested to section the senior component of the pro ect separately from the single-famdies Revisions are stdl being made D. FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE E James stated that a draft on the concept of a First-Time Homebuyers Program within the City of Palm Desert was submitted to Terre La Rocca and Justin McCarthy for review It was explamed that CVAG wdl take the lead on creating a program on a regional level and theAgencywill concentratewithm City limits E. PROPOSED ACQUISITION OF 48 RENTAL UNITS APN 327-122-005 As previously mentioned, escrow is expected to close July 3, 2003 Staff is in the process of completmg due diligence on the property F. DESERT ROSE UPDATE Five resales are in process which the Agency will be buying back and identifying qualified buyers from the waiting list E Housing Commission Minutes G. AFFORDABLE HOUSING WAITING LIST May 14, 2003 108 applications were solicited, 56 sent them back, 40 approved, and 16 did not qualify J Moore stated she has been working with the management company for Hovley Gardens to provide housing to over-crowded tenants of five or more currently housed at Agency properties Six famdies have picked up applications and returned them At this point, Commission made reference to the minutes with respect to a request made for a copy of RPM's internal survey results for comparison It was explained that RPM's corporate office utdize these surveys m the evaluations of employees and have never shared this information with the Agency Staff wdl research with legal counsel on this matter IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair L. Sullivan adjour ed the meeti at 4:55 p.m. to Wednesday, June 11, 2003 at 3:30 p.m. PATTY LEON RECORDING SECRETARY G \RDA\Patry Leon\Wpdocs\Hous ng CommissionUA nutes 2003 5-14-03 wpd i F d PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, SENIOR OFFICE ASSISTANT DATE APRIL 25, 2003 SUBJECT HOUSING COMMISSION MINUTES Attached is a copy of the Housmg Commission Meeting Minutes of March 12, 2003, approved at the Housing Commission Meeting held on April 16, 2003 Please submit to the Housing Authority Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTIO1v DENIfiDAPPROVSD . RBCSIVED E %IeG OTH6R MSBTII J,G DATE ,ri//03 AYES :r Fe s Fera uson 1L ,—ienTT ' Snn NOES: n 4BSENT : iV t n 1HSTAIN: N o c- IBRIPIED BY: xiqlna7. on File with City lerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES March 12, 2003 I. CALL TO ORDER Vice-Chair Larry Saindon convened the meeting at 3 30 p m II. ROLL CALL Present Members Absent Roger Dash Manny Reyes Larry Saindon Leo Sullivan Linda Ward Also Present Terre La Rocca, Director of Housing Janet Moore, Sen or Management Analyst Bryce White, Senior Rehab Const Specialist Ezell James, Housing Programs Coordinator James Conway, Construction Maintenance Inspector Patty Leon, Senior Office Assistant Guest s Terry Enckson, RPM Regional Supervisor Jane Turner, Potential Housing Commission Member III. ORAL COMMUNICATIONS Carrie McLeod L Ward reported that the Governor is proposing to reduce income to people receiving Social Secunty Income (SSI) effective July 1, 2003 She believed the proposal is stdl in discussion and has not been approved 1 Housing Commission Minutes IV. CONSENT CALENDAR March 12, 2003 A MINUTES of the Regular Housing Commiss on meeting of February 12, 2003. Re: Motion carried to approve minutes as presented V. INFORMATIONAL ITEMS A. COMMISSION REPORTS No Reports B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of actions from the City Councd meeting of February 13, 2003 The City Council unarnmously approved the Palm Vdlage Apartment plan The Agency approved and adopted Resolution No 464 designating the Palm Desert Housing Authority as the operator of certain real housing in the City of Palm Desert C. RPM MONTHLY STATUS REPORT (FEBRUARY) The Monthly Status Report for February was reviewed by the Commission T Erickson noted that the occupancy at One Quad Place is the highest iYs ever been m five years As of yesterday, there are 382 total units occupied with no availabdity D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(FEBRUARY REPORT) F2eport #1 was rewewed by the Commission J Moore stated that numbers in the 20% and 25% income levels wdl be shown m Apnl's Report The reduced rate change was effectroe March 1, 2003. 2 Housing Commission Minutes March 12, 2003 L Saindon mquired on an article published in today's Desert Sun with regards to a swt to reduce the number of housing units budt in Riverside County and asked if the City of Palm Desert was in compliance T. La Rocca replied yes and referenced the news article provided to the Commission m Section H of this Agenda, which shows Palm Desert in compliance by the State of California E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT JANUARY REPORT) Report #2 was provided to the Commission for review F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (MARCH 2O03) Newsletters were reviewed by the Commission A question was asked as to who writes the newsletters, T Erickson responded that the onsite managers compile their own newsletters G. REQUEST TO RE-SCHEDULE HOUSING COMMISSION MEETING OF APRIL 9, 2003 A memo was provided to the Commission requestmg to reschedule the Housmg Commission meeting of Apnl 9, 2003. The Commission approved the rescheduling of the April 9'" meeting to April 16, 2003 at 3 30 p m in the North Wing Conference Room H. NEWS ARTICLE FROM THE DESERT SUN A copy of a news article from the Desert Sun "Housmg Rules Meet Opposition" was prowded to the Commission for rewew VI. NEW BUSINESS 3 Housing Commission Minutes VII. CONTINUED BUSINESS 0 A PALM VILLAGE APARTMENTS March 12, 2003 A modified layout of the ground floor units of the Palm Village Apartments was provided to the Commission Bryce stated that the American Disabdity Act (ADA) has new budding requirements on new construction pro ects He reviewed the modifications made to the plans As a result of the new ADA reqwrements all ground level urnts wdl be adaptable VIII. REPORTS A. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review T La Rocca shared a letter she received from a HIP homeowner who was distressed due to improvements needed at her home Bryce managed to get her home back m shape for which she expressed gratitude B. HOUSING AUTHORITY PROPERTIES UPDATE James Conway rewewed the update on the Housmg Authority Properties provided to the Commission One Quatl Place Retaining wall is complete New mail boxes wdl be installed at three locations Manny commended James for the greaf job he has done at One Quad Place Desert Pointe James Conway has contacted several contractors requestmg proposals for the hallway redesign excluding the proposed artwork design Housing Commission Minutes Las Serenas March 12, 2003 Painting of the extenor of the property is in process L Ward stated that the company s doing a great ob J Conway stated preliminary cost of $79,000 was receroed to construct a block wall between San Tropez Apartments and Las Serenas The garden wall currently measures at 1100 square feet in length and 6' ft in height Staff is still rewewing this option Staff is budgetmg funds to upgrade the existing alarm system We are proposing to install an alarm monitoring system that wdl automatically activate the Fire Department in case of an emergency Three bids were submitted and forwarded to the Fire Department for review After administrative review, James Conway wdl present the Housing Commission with a staff report for review and approval Country Club Estates James Conway and RPM are in the process of prepanng a scope of work on upcoming pro ects to enhance the property It was decided to focus on the ad acent wall on the back side of the property separating the apartments from the single-famdy residential The cost is $115,000 Portola Palms Mobdehome Park Lot #32 and coach were sold through a bid process to the highest bidder for 48,600 Two rentals remain in the Park of which the Agency has offered to sell one of the lots to its current tenant C. HOVLEY GARDENS/PHASE II UPDATE As a follow-up to the last meeting, a copy of a memo to Carlos Ortega was provided to the Commission with regard to the chdd care center being placed on hold at this time due to funding limitations Ezell James gave an overviewon Hovley Gardens Apartments explaining the various stages of the pro ect with Phase I having a completion date of June He stated that the installation of dry utilities has started this week T La Rocca adv sed that the Agency received authorization to move fonvard with the mstallation of the sidewalks along 42nd Avenue The pro ect wdl go out to bid once it is designed and a scope of work is prepared The Agency's Housing Commission Minutes March 12, 2003 proportionate share to fund the pro ect will be further discussed, since the Housing Division can only fund the portion that applies to the 40 acre-site D. FIRST TIME HOMEBUYERS PROGRAM UPDATE E James stated that two meetings were held with local bankers, mortgage companies and lenders for consideration in establishing a consortwm to request financial support The idea was to get representatives from all segments together to share their thoughts and ideas The program was discussed with legal counsel Itwas clearthatthe program is a great concept for the Valley The question is who will service the program For this reason, T La Rocca met with representatives from Coachella Valley Assoaation of Governments (CVAG) who have expressed an mterest in the program on a regional level The Agency could stdl tap into their program by virtue of providing a third trust deed to bring mortgages down within the City of Palm Desert E. ACQUISITION OF 141 RENTAL UNITS APN 608-190-009 Anticipate closing escrow Fnday, March 15, 2003 F. PROPOSED ACQUISITION OF 48 RENTAL UNITS APN 327-122-005 Offer to purchase was sent to the owner, no response has been received to date G. DESERT ROSE UPDATE T La Rocca stated there are three resales in process The foreclosure previously mentioned has been pulled out H. AFFORDABLE HOUSING WAITING LIST The waiting list consists of rental tenants from our Housing Authority properties and people who are mterested in buying a home To date, 80 contacts have been made, 47 applications received, and 31 applicants were approved for the waitmg list Discussion followed with Desert Rose resales and identifying families to certain units 0 Housing Commission Minutes IX. ADJOURNMENT March 12, 2003 With members of the Housing Commission concurrence, Chair L. Saindon adjourned the meeting at 4:40 p.m. to Wednesday, April 16, 2003 at 3:30 p.m. a c PATTY LEOdJ, RECORDING SECRETARY G \RDA Patty Leon\Wpdocs\Houamg CommiasionU4mutes 2001U-12-03 wpd 7 oz3-oB 3 PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO. RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, SENIOR OFFICE ASSISTANT DATE MARCH 13, 2003 SUBJECT HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meetmg Minutes of February 12, 2003, approved at the Housmg Commission Meetmg held on March 12, 2003 Please submit to the Housing Authonty Board Thank you cc Carlos L Ortega, Executive Director CITY COUNCIL ACTION: APPROVED DENIED - -- RECEIVED - Li / Pa! OTHER MEETI D,ATF i-IU-U - - AYES: (i r ,s71 - ' - - NOES: N n pno/. .rns- ASSENT: _ _ nf --- ABSTATN:_r_ _ -- VERIFIED BY: - - -- -- -- --- _ Original on File with ty Clerk's Office CITY OF PALM DESERT HOUSING COMMISSION MINUTES February 12, 2003 I. CALL TO ORDER Chair Leo Sullroan convened the meeting at 3 30 p m II. ROLL CALL Present Roger Dash Carne McLeod Manny Reyes Larry Saindon Leo Sullroan Linda Ward Also Present Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Senior Management Analyst Bryce White, Senior Rehab Const Specialist James Conway, Construction Maintenance Inspector Patty Leon, Senior Office Assistant Guest s Terry Enckson, RPM Regional Supervisor Jane Turner, Potential Housing Commission Member Frankie Riddle, Management Analyst II III. ORAL COMMUNICATIONS None Members Absent Housing Commission Minutes IV. CONSENT CALENDAR February 12, 2003 A MINUTES of the Regular Housmg Commission meeting of January 8, 2003. Re: Motion carried to approve minutes as presented V. INFORMATIONAL ITEMS A. COMMISSION REPORTS R Dash reported on the fmal meeting of the General Plan Advisory Committee A draft copy of the University Vdlage pro ect was presented to the Committee with discussion of having a meeting with the public for commenfs and input Discussion followed with the circulation element which focused on street structure and flow of traffic through the City. B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca reviewed the memo provided to the Commission of actions from the City Council meetings of January 9& 23, 2003 The Agency approved the paintmg at Las Serenas and the Exchange Agreement between the City and the Agency to exchange a portion of the Senior Center property T La Rocca stated that the painting at Las Serenas will begm on February 24,2003 C. RPM MONTHLY STATUS REPORT (DECEMBER) The Monthly Status Report for December was reviewed by the Commission In response to the inquiry of evictions at One Quail Place, T Erickson stated for reasons of violation of the Cnme Free/Drug Free Housing Addendum 2 Housing Commission Minutes February 12, 2003 D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT (DECEMBER REPORT) Report #1 was reviewed by the Commission J Moore stated that the Amended Stipulation #2 requires that the Agency make available units to households at 20% and 25% of county median This will be done through re-certification T Erickson stated that starting next month the reportwdl show numbers on the 20°/a and 25°/a income levels She explained that an audit was conducted on files of tenants that would qualify for the 20°/a and 25°/a Approximately 20 tenants qualified which were sent a 30-day notice as required by State law The reduced rent change will go into effect March 1, 2003 E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT NOVEMBER REPORT) Report #2 was provided to the Commission for review A question was raised as to whether the properties would be affected by the Governor's proposal with respect to housing J McCarthy responded that the Agency's 20% Set-Aside Housing funds wdl not be impacted by the State budget However, it remams uncertain as to whether or how much may be taken from the 80% which is used to fund infrastructure, facdities, and economic development actiwties T La Rocca advised that the Hovley Gardens Apartments wdl give first priority placement to those tenants currently overcrowded at our Housing Authority Properties F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (JANUARY 2003) Newsletters were reviewed by the Commission G. COPY OF A LETTER TO JOANNE BICE, PROPERTY MANAGER OF CATALINA GARDENS AND PUEBLOS APARTMENTS AND KIM MOON, PROPERTY MANAGER OF LAS SERENAS FROM THE MAYOR Housing Commission Minutes February 12, 2003 Copies of commendation letters to Property Managers Joanne Bice and Kim Moon were provided to the Commission T La Rocca stated the letters were framed and presented by Mayor Jean Benson to Joanne Bice and Kim Moon dunng the housing tour H. RE-APPOINTMENT OF COMMITTEEICOMMISSION MEMBERS As an update to appointments and re-appointments of Housmg Commission members, a memo from Terre La Rocca was provided to the Commission The names of the Housing Commission members whose term expired December2002 were read Action on appomtments and reappointments wdl be taken by the City Council before Apnl 2003 HOUSlNG STATUS REPORT (TERRE) A Housing Pro ect Status Report was provided to the Commission for review and information T La Rocca reviewed the report which was submitted to the City Manager as an update to the City Council of the Agency's current pro ects VI. NEW BUSINESS A. ADOPT RESOLUTION NO. _ REC By Mmute Motion Approve and forward to the Palm Desert Redevelopment Agency to adopt Resolution No _ designating the Palm Desert Housing Authonty as the operator of certain rental housing pro ects in the City of Palm Desert ACTION Motion was made by Carrie McLeod and seconded by Larry Saindon to forward recommendation to the Palm Desert Redevelopment Agency to adopt a Resolution designating the Palm Desert Housing Authority as the operator of certain rental housing projects in the City of Palm Desert. Housing Commission Minutes B. MID-YEAR BUDGET REC By Minute Motion February 12, 2003 Rewew and forward to the Finance Director the recommendation to request approval to appropnate funds for the mid-year budget ad ustments for the Housmg Authority properties ACTION Motion was made by Carrie McLeod and seconded by Linda Ward to forward to the Finance Director the recommendation to request approval to appropriate funds for the mid-year budget adjustments for the Housing Authority properties. J Moore reviewed the changes and ad ustments for the mid-year budget She stated Neighbors Apartments was the only change made under capital improvements to include the mstallations of the fire spnnklers The newly acqwred 141-unit propertys operational budget wdl be appropnated C. COMMUNITY DEVELOPMENT BLOCK GRANT A draft copy of the Five-Year Consolidated Plan Community Development Block Grant was provided to the Commission for rewew and comment T La Rocca introduced Frankie Riddle who was m attendance to make a presentation on the Consolidated Plan She stated that the City has now opted to exercise its right as an Entitlement City to receive Commurnty Development Block Grant (CDBG) funds directly from the Federal government As part of the process, a Five-Year Consolidated Plan and a One-YearAction Plan must be submitted tothe U S Departmentof Housing and Urban Development (HUD) by May 16, 2003 It was explained that the entitlement process allows the City to collect CDBG funds directly from the Federal government as opposed to its current process of collectmg from the County which incurs an administrative cost collected by the County The Consolidated Plan consists of several components with regards to the assessment needs of the Community and the One-YearAction Plan entails activities, programs, and pro ects that wdl be implemented each year as outlined in the Consolidated Plan The Action Plan was not included m the Consolidated Plan, but wdl be presented to the Housing Commission for comment once completed F Riddle asked the Commission for comments Housing Commission Minutes VII. CONTINUED BUSINESS None VIII. REPORTS A. HOME IMPROVEMENTS PROGRAM UPDATE February 12, 2003 An update on the Home Improvement Program (HIP) and a copy of a memo to Kristy Kneiding was provided to the Commission for review B White stated that a HIP applicant was selected by Southern California Edison to participate to test a new thermal-resistant exterior paint coating, at no cost to the homeowner or HIP B White reported that 104 homes were completed underthe HIP A ma ority of the funding came from CDBG which do not require repayments It was explained that a tenth of a grant is forgiven each year during the penod of ten years and secured by a Covenant and Lien Agreement. The Agency has been able to use a portion of the grants received to make loans to new applicants Approximately six loans have been paid off for FY 02-03 6. HOUSING AUTHORITY PROPERTIES UPDATE A brief overview was given of the Housing Authonty Properties Tour of February 11 In attendance was Mayor Jean Benson, Mayor Pro-Temp Bob Spiegel, Housing Commissioners Carrie McLeod, Roger Dash, Larry Saindon, Manny Reyes, Planning Commissioner Sonia Campbell, a representative from Jim Battm's office, RPM management and City staff members C McLeod reported that due to unexpected rain the Commission did not walk all the properties as the previous years, but was very impressed with the maintenance and condition of the properties R Dash concurred and commended staff and RPM for a great presentation and handout of the properties 3 Housing Commission Minutes February 12, 2003 T La Rocca stated that three suggestions were made for future consideration as follows 1) Install gates at the entrance of the hallways at Desert Pomte as a security measure, 2) Install some type of application around the windows at Desert Pointe to enhance the aesthetics of the property, and 3) Install radings around the patios at One Quail Place which hang over the water Included in the tour were Desert Rose, Hovley Gardens, Country Club Estates, and potential acqwsition properties T La Rocca mentioned we will extend mvitations to our legislators of future Housing Tours J Conway thanked the Commissioners who attended the tour and stated the Comm ssion was welcome to tourthe properties anytime theywished as long as they notified a property manager as they log visitors onto the properties J Conway reviewed the update on the Housing Authonty Properties provided to the Commission and stated his focus lately has been the due ddigence of the new pro ects and walking the units with RPM One Quail Place Three location madbox drops wdl be installed throughout the property Upon completion of Fred Wanng's widening pro ect, a cap wdl be placed on the retaining wall Gates from the entrance of Park View wdl receive repairs to avoid liabdity issues Desert Pointe An exchange of views were shared regardmg the efforts of the hallway design 7 Housing Commission Minutes Las Serenas February 12, 2003 Painting of the exterior stucco at Las Serenas will begin February 24, 2003 This process wdl take approximately five weeks to complete Notices will be sent to all tenants at Las Serenas L Samdon suggested painting the properties with the same type of paint that wdl be used on the HIP home from SCE J Conway stated that as a means to save money to both the Agency and tenants, the Energy Coalition Program (ECP) is currently at our properties to help reduce the expenses of our residents Some of the ideas mentioned were donations of fans that use less energy and ceding fans which will be purchased and mstalled by ECP if the Agency pays for the light switch setup and the winng C. HOVLEY GARDENS/PHASE II UPDATE Phase I occupancy of the pro ect is anticipated to begin Apnl 2003, T La Rocca stated that the intenor of the pro ect is on schedule, however, the extenor improvements have fallen slightly behind A meeting was held with vanous contractors, architects and city staff members to establish a schedule to streamline the process and move fonvard with the off-site improvements Because it is a tax credit pro ect, the developer must have occupancy of units by a certam date in order to receive tax credits City staff has been very cooperative with the developer on meeting their needs to keep the pro ect on schedule Phase II occupancy is anticipated to begin June 2003 As a result of the developers loss of tax credits because of the downturn in mterest rates, the child care center wdl not be developed at this time T La Rocca stated it will be revisited as part of Phase II on the remammg 19-acre site D. FIRST TIME HOMEBUYERS PROGRAM UPDATE T La Rocca stated that Ezell James and staff wdl be meeting with various lenders interested in the program on February 13 at the Palm Desert Library Community Room to discuss the feasibility and concept of the program 0 Housing Commission Minutes February 12, 2003 E. ACQU)SITION OF 141 RENTAL UNITS APN 608-190-009 Anticipate closing escrow in March Currentlyworking on gettmg the property ALTA survey F. PROPOSED ACQUISITION OF 48 RENTAL UNITS APN 327-122-005 As prewously mentioned at our last Housing Commission meeting, the Agency has made an offer on a property located on Santa Rosa Way between San Pascual and Portola James Conway and RPM wdl be performing due ddigence inspections on the condition of the property and the operation G. DESERT ROSE UPDATE Desert Rose has three resales m process and one potential foreclosure. The Agency wdl identify buyers from the waiting list in place H. AFFORDABLE HOUSING WAITING LIST The waiting Irst cons sts of tenants from ou r Housing Authority properties and walk-ins To date, we have 45 people who have contacted the Agency, 35 applications received and 26 approved on the waiting list IX. ADJOURNMENT With members of the Housing Commission concurrence, Chair L. Sullivan adjourned the meeting at 4:51 p.m. to Wednesday, March 12, 2003. Ci l PATTY LEON, RECORDING SECRETARY G\RDA\PattyleonlWptlocs\Hous ngCommssionVvLnules12003@-12-03 wptl 0 w I TO PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM RACHELLE KLASSEN, CITY CLERK FROM PATTY LEON, SENIOR OFFICE ASSISTANT DATE FEBRUARY 12, 2003. SUBJECT HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes of January 8, 2003, approved at the Housing Commission Meeting held on February 12, 2003 Please submit to the Housmg Authonty Board Thank you cc Carlos L Ortega, Executive Director JITY COUNCIL„CTION: 3PPROVED /Y" DENIED 2ECEIVEB/ OTHER i ( ETING DATE `,1 103 ES:,R`I IF.RGuSU , E_L i, SPiEGEL 1`JF+y j-— ES: I I t1r. SENT: NoN: 3STAIN: ON i I ERIFIED BY: ^K J 1 i0it ca 7 1 F.1Pe ]h CjtS Clerk's nEf-L' i%' V " CITY OF PALM DESERT HOUSING COMMISSION MINUTES January 8, 2003 I. CALL TO ORDER Chair Leo Sullivan convened the meeting at 3 25 p m II. ROLL CALL Present Roger Dash Carne McLeod Manny Reyes Larry Saindon Leo Sullivan Linda Ward Also Present Justin McCarthy, ACM/Redevelopment Terre La Rocca, Director of Housing Janet Moore, Sernor Management Analyst Ezell James, Housing Programs Coordinator Bryce White, Senior Rehab Const Specialist James Conway, Construction Maintenance Inspector Patty Leon, Senior O ce Assistant Guest s Jim Foley, RPM Vice President Terry Enckson, RPM Regional Supervisor Jane Turner, Potential Housing Commission Member III. ORAL COMMUNICATIONS None Members Absent Housing Commission Minutes IV. CONSENT CALENDAR January 8, 2003 A MINUTES of the Regular Housing Commission meeting of December 11, 2002. Re: Motion carried to approve minutes as presented V. INFORMATIONAL ITEMS A. COMMISSION REPORTS R Dash reported on the General Plan Advisory Committee He displayed a proposed layout of the University Village concept and stated they were stdl in discussion with regards to the land use He indicated that the shaded sections for a schoof and park, currently shown on the map, have not been settled Although the schools are within the boundaries of Palm Desert, they are under the unsdiction of the Palm Spnngs Unified School Distnct Also being considered is the traffic circulation with regards to internal circulation and transportation to and from the neighbonng cities B. SUMMARY OF COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS T La Rocca rewewed the memo prowded to the Commission of actions from the City Council meeting of December 12, 2002 The Housing Authonty approved RPM's Contract and the Notice of Completion to International Pavement Solutions C. RPM, MONTHLY STATUS REPORT (DECEMBER) The Monthly Status Report for December was rewewed by the Commission 2 Housing Commission Minutes January 8, 2003 D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT(DECEMBER REPORT) Report #1 was rewewed by the Commission L Sullivan questioned the total percentages on the report and asked why One Quad Place was lower than the other properties under the category of Total Low T Enckson responded that before RPM managed the properties, One Quad Place had more units rented at market rate than the other properties which were rented more at the affordable levels Conversion of the tenants to the affordable program has been done by attntion T La Rocca noted that she had met with J Foley and had discussed convertmg units at the above market level onto the affordable program This is currently being done E. REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT NOVEMBER REPORT) Report #2 was reviewed by the Commission F. HOUSING AUTHORITY PROPERTIES NEWSLETTER (JANUARY 2003) Newsletters were reviewed by the Commission C McLeod inquired on the "Use of Patios or Balconies" flyer inserted in the Newsletter and asked if there was a problem at One Quail Place T Erickson stated it is penodically inserted m the Newsletter to remmd tenants of the enforced patio rules but is not a problem at this time G. COPY OF A LETTER TO JOANNE BICE, PROPERTY MANAGER OF CATALINA GARDENS AND PUEBLOS APARTMENTS FROM J IM FOLEY, VICE PRESIDENT OF RPM COMPANY A letter from Jim Foley sent to Joanne Bice was provided to the Commission for their information T La Rocca stated that staff is impressed with Joanne's efforts of making holidays special for residents at Catalina Gardens and Pueblos Apartments. Also distnbuted was a letter received from a tenant of Catalina Gardens, who expressed gratitude towards staff at Catalina Gardens Housing Commission Minutes H. HABITAT FOR HUMANITY January 8, 2003 Copy of December's BnghtSide, Two Desert Sun news articles, and photos of Habitat for Humanity's Blitr Bwld was provided to the Commission for review T La Rocca stated that the Desert Sun had published a full colored page on the Blitz Build as well as a news article with regard to the Yanez family Additionally, the BnghtSide published an article in their December's newsletter Photos of the construction were shared with the Commission The affordable smgle-famdyforsale program information was also published m the December BrightSide and as a result a waitmg list has been established to identify qualified buyers for resales at Desert Rose and for future construction of affordable housing pro ects Our focus is to relocate overcrowded tenants from our properties into any future homes as they become avadable. L Sullivan inquired on a lawswt published m the Public Record with respect to a Desert Rose home T La Rocca explamed that the Agency offered to purchase the home to keep it from going into foreclosure. The Agency was unsuccessful in purchasing, however, the house was pulled out of foreclosure with the help of the Agency and the homeowner will repay funds expended by the Agency as a result of a court action VI. NEW BUSINESS A. REPAINTING OF LAS SERENAS REC By Mmute Motion Approve and forward to the Palm Desert Housing Authority to authorize RPM to award the bid to Terry Hunt Painting & Decorating, Inc in the amount of $31,145 for the repamting of all stucco surfaces of the buildings located at Las Serenas Apartments ACTION Motion was made by Carrie McLeod and seconded by Larry Saindon to forward to the Palm Desert Housing Authority to authorize RPM to award the bid to Terry Hunt Painting & 0 Housing Commission Minutes January 8, 2003 Decorating, Inc. Motion was carried by a 5-1 vote with Linda Ward abstaining J. Conway reviewed the staff report and stated that RPM had received four proposals to repaint Las Serenas, and requested a recommendation from the Commission authonzing RPM to award the contract Commission expressed concerns with the differences m price received from the contractors J Conway responded that a scope of work was provided to all contractors and each proposal included the same scope of work He reported that after checking references, Terry Hunt Painting had successfully completed much larger obs with some contracts overone mdlion dollars and felt stronglyabout moving forward with the lowest bidder per the guidelmes of the bid process L Sullivan requested staff review liability and workers compensation from these companies T La Rocca stated that it is standard procedure to review all insurances pnor to the release of the Notice to Commence After considerable discussion, the Commission concurred to recommend authorization to RPM to award a contract to Terry Hunt Paintmg and Decorating B. LAND TRANSFER RDAICITY REC By Minute Motion Review and forward the Exchange Agreement to the City Council and Redevelopment Agency ACTION Motion was made by Roger Dash, seconded by Linda Ward to forward the Exchange Agreement to the Redevelopment Agency for further review. Motion carried by unanimous vote. As previously reported to the Commission, a request from the Joslyn Senior Center was received regarding their desire to expand theu parking lot onto the Catalina Gardens vacant land and offered to exchange a portion of the Senior Center property Given that the land the senior center intends to exchange is ad acent to both Catalma Gardens and Pueblos, staff would like to pursue the idea of bwiding a clubhouse that will benefit both Catalina Gardens and Pueblos Housing Commission Minutes January 8, 2003 Apartments It was determined, after considerable research, that the City owns the land that the Senior Center sits on Therefore, with the exchange benefitting both parties and Exchange Agreement between the City and the Redevelopment Agency is necessary C. LOT 32 OF PORTOLA PALMS MOBILE HOME PARK REC By Minute Motion• Discussion and disposition of Lot 32 of Portola Palms Mobilehome Park ACTION Motion was made by Carrie McLeod and seconded by Linda Ward to retain ownership of the coach considering the conditions of the coach. T La Rocca reported on the ongoing issues with lot #32 of Portola Palms Mobdehome Park The Agency owns the space and the tenant owns the coach and is in violation of his lease After discussion with legal counsel, staff was directed to proceed with final actions to take possession of the mobdehome A court heanng is scheduled for January 13, 2003 Staff received offers to purchase the lot by private individuals interested and, therefore, are hereby asking for direction from the Commission Suggestions were made to keep the coach for a family or sell the space to prospective buyers The park consists of 142 units of which the Agency has affordable covenants on 40 The Agency has sold vacant parcels to a mobilehome manufacturer T La Rocca stated that if we keep the coach and sell to a low income famdy, we could count the unit towards our production numbers Discussion followed with regard to the condition of the coach and cost for the vacant lot After the ruling of the court, the Agency wdl have permission to enter the coach to determine the Iroing conditions It was the general consensus of the Commission to retain ownership of the coach if the condition of the coach was such that it could be rehabditated and identify a famdy to acquire 6 Housing Commission Minutes VII. CONTINUED BUSINESS January 8, 2003 A motion was made to add Palm Vdlage Apartments to the Agenda under Continued Business Motion was made by Roger Dash and seconded by Larry Saindon to add Palm Village Apartments tothe Agenda underContinued Business. A. PALM VILLAGE APARTMENTS A memo from Bryce White with respect to the actions of the Planrnng Commission meeting of January 7, was provided to the Commission for review A letter was presented to Leo Suilroan from Bryce White thanking him for attending the Planning Commission meeting T La Rocca stated that the Plannmg Commission gave rave reviews upon approval of the pro ect Bryce White, Terre La Rocca, Leo Sullivan and architect Robbin Jorgensen attended the Planning Commission meeting A colored plan prepared by Bryce White and exterior elevations of the pro ect were reviewed Three pnnc pal concerns discussed were the density of 50% more than allowed under Building and Safety's ordmance, parking of 1 5 per urnt as opposed to 2 parking spaces per unit; and, the elevation height higherthan allowed, however, itwasfound acceptable to the Planrnng Commission B White stated that the pro ect wdl be forvvarded to the C+ty Councd for fmal approval L Saindon inquired if modifications were made to the exterior elevations, as requesYed by the Architectural Review Committee, before presenting them to the Planning Commission to which B White responded yes L Sullivan complimented staff and the Planning Department on their presentation and support of the pro ect As prewously mentioned at the last Housing Commission meeting, a new ordinance was approved by the City Council with regard to vanous different standards for affordable housing pro ects B White stated that not only will this ordinance benefit the Agency but other developers with future presentations of affordable pro ects Housing Commission Minutes VIII. REPORTS A. HOME IMPROVEMENTS PROGRAM UPDATE January 8, 2003 An update on the Home Improvement Program (HIP) was prowded to the Commission B White made reference to the update and stated that 14 home improvement pro ects were currently underway B. HOUSING AUTHORITY PROPERTIES UPDATE J Conway reviewed the update on the Housing Authority properties prowded to the Commission One Quad Place Installed screens to hide the aesthetics of the pond pump systems throughout the property The Post Office requested to have the mail boxes in one central location as opposed to 16 mad boxes presently located throughout the property Staff is negotiating pnces The Commission expressed concems with important madings and wheel chair accessibility Fire Extinguishers were recently inspected and recharged by the Fire Department for 2003 Tree tnmming took place around the property J Conway inspected 175 units whde they were converted from A/C to heat and found only four urnts with ma or issues Desert Pointe J Conway displayed a rendenng of the design for the hallways from the artist Mike Gvthrie and stated that the cost for the mural will be $10,800 He noted he is waiting for prices for the lightmg, floonng, and painting E:3 Housing Commission Minutes Neighbors Apartments Fire Spnnklers are fully operational January 8, 2003 Fire Extinguishers were inspected and recharged by the Fire Departmentfor2003 Taos Palms Upon question by L Sullivan with regards to the issue of covered parking, J Conway stated he wdl display pictures showing the parking lot shaded different times dunng the day at the Housing Tour Pueblos Apartments J Conway reported concerns ra sed by tenants at Pueblos Apartments with regard to tenants from the ad acent property not maintaining their yards The wall is 4'/z ft tall, therefore, J Conway is looking at cost to raise the wall Las Serenas Staff is fooking at cost to build a block wall along the east side of San Tropez and Las Serenas Flag pole prewously located at One Quail Place wdl be installed at Las Serenas with the adequate lightmg Staff advised the Commission that the housing tour date has been changed to February 11, 2003 due to lack of transportation availabie The Commission agreed to meet at 9 00 a m Invitations will be maded C. HOVLEY GARDENS/PHASE II UPDATE E James stated pictures were not available due to ram The pro ect is on schedule In regards to the installation of sidewalks as part of the Agreement with Palm Desert Development conditions of approval, staff wdl meet with the Executive Housing Commission Minutes January 8, 2003 Director for Redevelopment to determine the priority of this pro ect to which the Agency can participate m funding at this time Discussion followed with concerns of pedestnans walkway to the mdustnal area D. FIRST TIME HOMEBUYERS/RENTAL SUBSIDY PROGRAMS UPDATE An update on the First Time HomebuyedRental Subsidy programs was handed out to the Commission As part of the ongomg efforts m developing these programs, Ezell stated that letters were sent to local real estate brokers, lenders, and mortgage companies to participate in the development Responses from interested participants will be invited to a round table discussion for input Some of the issues the meeting will address are current interest rates, fees, services with Fannie Mae loans, and mainly to get feedback for better understanding of the programs Staff will present further information to the Commission once completed L Sullivan requested staff to provide any information on the agenda to be mailed with the packets to allow for suffiaent time to review E. PROPOSED ACQUISTION OF APN 608-190-009 T La Rocca stated escrow is proceeding based on the due ddigence being completed J Conwayre-inspectedthepropertiesformoldandasbestosand reported no current problems T La Rocca met with Jim Foley to discuss moving forward with operational review of their records with regards to rent rolis and inventory T La Rocca informed the Commission she had requested appraisals of two other properties One property consists of 48 units and the other of 76 units F. DESERT ROSE UPDATE We have two resales that the Agency has identified families from the waiting list One of the homes has gone past the 60 day period where the seller has to identify a buyer upon notification of intention to sell No offers were made because of the conditions of the unit, therefore, the Agency executed their opt on to purchase to avoid losmg the affordabdity covenants An offer was made today In the future, the Agency wdl execute their options immediately upon notification of intention to sell and identify a famdy as well as working with them to get financing 10 Housing Commission Minutes IX. ADJOURNMENT January 8, 2003 With members of the Housing Commission concurrence, Chair L. Sullivan adjourned the meeting to Wednesday, February 12, 2003, at 4:50 p.m. C.0 ry PATTY LEaN, RECORDING SECRETARY G RDA Patry Leon\Wptlocs\Housing Commssion\Minute5 2003\1-8-03 1