HomeMy WebLinkAboutHOUSING COMMISSION - MINUTES 2010i i
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETAR
DATE:
SUBJECT
JANUARY 19, 2011
HOUSING COMMISSION MINUTES
Attached are the following Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held January 12, 2011 as follows:
November 10, 2010
December 8, 2010
Please submit to the Housing Authority Board.
Thank you.
cc: John M. Wohlmuth, Executive Director
R PP°iJe,E i I,gY HOUSG AUTH
ON I-.^7 a Oi I
VERIFIED BY: n
nriginal on file with City Clerk's Office
y
G 4daNavy LwnWousiny CommissioMluc<Ilanwu3MemosU1emw o Gry Clerk HCWAC - Minma d«
w
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
NOVEMBER 10, 2010
I. CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Wade Tucker
Jane Turner
Also Present:
Members Absent:
Jean M. Benson, Councilmember Liaison
William R. Kroonen, Councilmember
Justin McCarthy, ACM RedevelopmenUHousing
Janet Moore, Director of Housing
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Robert Nevares, Catalina Gardens resident
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
A. MINUTES of the Regular Housing Commission meeting of October 13, 2010.
With a Motion made by Commissioner Turner and seconded by
Commissioner Tucker the minutes of October 13, 2010 were unanimously
approved.
V. REPORTS AND REMARKS
1
r
Housing Commission
Minutes
A. COMMISSION REPORTS
November 10. 2010
Commissioner Natalie Russo reported on the Housing Ad Hoc Subcommittee
meeting. In attendance were Jane Turner, Natalie Russo, Councilmembers
Jean Benson and William Kroonen, Agency staff members and Interactive
Design. Interactive Design presented preliminary design plans of Carlos Ortega
Villas. The plan includes approximately 73 units as well as studios; all single
story buildings. She further noted that the complex will be designated for
seniors.
Commissioner Jane Turner also mentioned that the members suggested
including design elements that will reflect Carlos Ortega's heritage.
Commissioner Gene Colombini inquired on the design plans.
Janet Moore stated that the design plans are preliminary at this time and once
they are finalized they will be brought to this Commission.
B. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for September.
Janet Moore commented on the low number of vacancies and mentioned that
the properties are doing very well considering the economy.
Commissioner Natalie Russo stated that it was exceptional to see one vacancy
at the senior properties.
C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for September.
Janet Moore stated that approximately 80% of the Housing Authority units are
below 50% of the county median.
Councilmember Liaison Jean Benson asked if all the units at the properties
have been.renovated.
Mrs. Moore stated that 30% of the units are either new or have been renovated.
The plan is to renovate as many units as possible through attrition. Taos Palms
had a unique opportunity where half of the property became vacant and
therefore all units were renovated at one time. Desert Pointe units will be
r
Housing Commission
Minutes November 10, 2010
renovated as they become available, if needed. She noted that the units at One
Quail Place are in good shape.
James Conway added that there are three different levels when renovating a
unit. Level 1 is known as a"turn" which is fresh paint, new flooring and/or
carpet, if needed, and made ready to lease. Level 2 are minor renovations that
exclude rewiring and plumbing. Level 3 includes detailed renovations such as
rewiring, plumbing, and the structural integrity of the unit.
Councilmember Benson asked if a schedule was in place to check the units on
a regular basis.
Mr. Conway stated that the units are inspected twice a year to ensure smoke
detectors are operable and document condition. In some cases, tenants are
asked to transfer to a similar unit that has been renovated or in good standards
in order to upgrade.
Mrs. Moore added that units are renovated once they become vacant. She
provided an example of a previous tenant who was in a wheelchair and had
di culties maintaining his unit. Once the unit was vacant, a significant amount
of renovations were conducted to ensure the unit was hygienically clean and in
good condition.
Commissioner ponna Lewis commended Teresa Vakili and RPM Company for
an outstanding job of maintaining the units occupied and consistent.
Mrs. Moore stated that it is hard work to maintain the properties. The Housing
Authority (HA) properties have policies and procedures in place, which are able
to get qualified tenants that want to stay. The turnover ratio varies depending
on the property.
Commissioner Wade Tucker asked on the maximum number of children
allowed in a unit.
Mrs. Moore stated that there is a law governing the minimum and maximum
number of people to a unit. Housing and Urban Development (HUD) follows the
two people per bedroom" policy where a family of five is allowed in a two
bedroom unit; the fifth person can sleep in the living room. Fair Housing
adopted an additional rule where property owners cannot tell families how to
live but can tell them they are over occupying the property.
Commissioner Tucker asked if a five person household could be composed of
five adults to which Mrs. Moore replied yes.
Mrs. Moore stated that when a tenant is overcrowded at the HA properties they
are in violation of the administrative policy. The HA will assist the families with
3
a
Housing Commission
Minutes November 10, 2010
homeownership opportunities, depending on income and family size, or
relocate to a complex that have 3 to 4 bedroom units such as Hovely Gardens.
The Agency does not manage Hovley Gardens but maintain a good working
relationship with the developer.
Commissioner Tucker asked if the property next door to Las Serenas known as
the "RegenY' had affordable units.
Mrs. Moore stated that the Regent previously known as San Tropez was
granted a density bonus through the planning approval based on what was
allowed in the development. As a condition of approval, the Regent is required
to provide affordability. In the past, the Planning Commission would review the
agreements in the event they were in violation. Planning Commission deferred
that responsibility to the Housing Division. Staff sends a compliance report
once a year to every development and the developers must return the report to
show that they are in compliance with their agreement and terms of
affordability.
Upon question, Mrs. Moore stated that the units at the Regent are counted
towards the HA affordability portfolio. Although the State affirms that if a unit is
not provided with utility allowance then it may not be counted as affordable.
Staff worked with the new owner at the Regent and is now providing utility
allowances to those families with restricted incomes. The owner has mentioned
that they have 6 years left on their 30 year requirement and are oversubscribed
on the affordability required. They are required to accommodate 103 affordable
units and they currently rent 140 units to families of restricted incomes.
Commissioner Tucker asked if the Regent was the only property in Palm Desert
with an affordability restriction. •
Mrs. Moore reported that there are quite a few developments in Palm Desert
that have 10% or 20% affordable units within their complex. An example
provided was Canterra, out of 306 units available, 31 are considered
affordable. Canterra had entitlements to build Phase II with an additional 31
units however that Phase was canceled. Canterra is required to disperse the
affordable units within their complexes instead of all in one location. She noted
that there are some affordable units that were approved but have not been built
yet.
Upon question on advertising, Mrs. Moore stated that it is the owners'
responsibility to promote the affordable units.
D. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
4
Housing Commission
Minutes November 10, 2010
The Commission reviewed the Monthly Net Operating Income Statements for
September:
E. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Commissioner Jane Turner referenced the report and asked on the cause of
damage to the post light fixtures at five locations.
Mr. Conway stated that the damage was caused by erosion, rust from water turf
areas.
Commissioner Turner inquired on the damaged door at Palm Village caused by
a resident and asked if the tenant was billed; Mr. Conway replied it was an
eviction and the deposit was kept to replace the door.
Mr. Conway provided a brief update on the new landscape company that has
been maintaining the properties since September. He explained how summer
to fall are the most difficult months for landscape and at the same time the
properties are transitioning to a new landscape company that needs to
understand 40+ acres of landscape to maintain. He noted that there has been
some challenges but has seen some progress. Within the scope of the
landscape contract, there is an activity schedule weekly, as well as monthly.
Weekly walks are conducted with the landscape company and city staff
members after a property has been landscaped. Within that activity schedule
there ar`e various components to report such as condition of turf and pruning as
well as attention to detail and are signed off by either the manager and/or
specialist. Once those reports are completed they are forwarded to the
landscape provider along with color pictures. This will allow the landscape
company to complete any areas of concerns as well as their daily maintenance
requirements, until they are familiar with City standards. There is generally a
grace period to allow the landscape company to learn and become familiar with
the properties; effective December 1, 2010 that 90 day period will expire. At
that point in time, the Authority is able to take action in accordance with their
contract in the event they do not perform or move forward with the termination
process if that is appropriate.
Commissioner Turner asKed if any consideration has been given to change the
timing of the contract so that the new contract does not pick up during the
di cult months.
Housing Commission
Minutes November 10. 2010
Mr. Conway replied yes unfortunately the last contract expired during the month
of August since the previous landscape company declined to move forward
with the contract. He noted that this is the first year the Authority awards a two-
year contract with an option for a third year.
Justin McCarthy stated that the Authority is obliged under the public works code
to accept the lowest bidder. Contractors are figuring what it really costs to do
this job that the next time they bid, they bid higher in order to make a profit.
This landscape contractor will go through the same learning curve as the
others. Staff is evaluating a solution not only with this matter but across the
board.
Robert Navares suggested the landscape company consider the over planted
areas at Catalina Gardens and remove some of the shrubbery to make the job
a lot easier, faster and cleaner. He commented that some of those areas never
gettouched.
Mr. Conway stated that Catalina Gardens has more planted shrubbery than the
other properties which take extra time and work. This work order is on the
budget but has not been addressed with the landscape company until they get
to the level of performance required. If the landscape company does not
perform within the next few weeks, staff can go out to bid for that specific
service. He noted that the landscape company is responsible for every planter
and the pruning of trees to a certain height as stated in the contract.
Mr. Navares mentioned that the roses at Catalina Gardens look bad (pathetic).
Janet Moore stated that when landscape requires altering, the Landscape
Department takes part in assessing. City staff is not an advocate on taking out
plants that look healthy even if they're overgrown. Catalina had a very lush
landscape however has overgrown with time. She mentioned that a couple of
years back there was a freeze and some of those plants were removed. Staff is
aware of the overgrown shrubbery and will address with the landscape
company once they reach the level of performance per the contract.
Upon question to convert to desert landscape, Mr. Conway mentioned that
areas that have overspray issues and grass turf with water runoffs will be first
priority. Areas that are usable for children will be kept with turf.
Commissioner Tucker asked on what the landscape company gets paid extra
for and inquired on the flowers.
Mr. Conway stated that the flowers are part of the contract. Extra services are
items that are abnormal such as broken sprinklers caused by children. The
contract specification packet outlines the general day to day maintenance care
to include sprinklers and valves. As part of the contract, a performance and
C
Housing Commission
Minutes November 10, 2010
payment bond are required and may be withheld depending on their
performance.
Mrs. Moore also added that an example of extra services would be like the
freeze that took place a few years back which is not the responsibility of the
contractor. The extra services were added in the contract in the event of
unforeseen situations as well as prices including the turf conversion project.
Upon question if the landscape company may walk away from the contract, Mr.
Conway responded that the company would risk losing their payment and
performance bond capabilities; those are reasons to motivate their
performance.
Discussion ensued with the previous landscape company Sierra and how they
wanted to make up for their loss.
Commissioner Gene Colombini asked if the current landscape company knew
the conditions of the properties when they took over the contract.
Mr. Conway stated that as part of the notice to bidders and in the bid package,
bidders are required to walk and inspect all aspects of the properties before
submittals. Since September staff has not formally accepted a property to the
City's standards.
Mrs. Moore added that there have been meetings with the vice-president of the
company and they have been provided with binders that include pictures
showing the areas of concerns. It was explained that this transition is common.
Staff will continue to stay on top of the landscape company.
Mr. McCarthy noted that the City's level of contract management required to
perform by staff is significant. He thanked James Conway and the landscape
management staff.
Mrs. Moore commented that the landscape company should understand the
properties very well by the time the housing tour is scheduled sometime in
March.
Mr. Conway provided a short presentation on earthquake preparedness at the
properties.
Mrs. Moore mentioned that letters will be sent to the residents at Las Serenas
that will include a smiley plaque that residents can use to display on their
windows indicating they are okay after an earthquake. The letter will also
include a reminder of items to store such as water.
7
Housing Commission
Minutes November 10, 2010
Mr. Conway stated that within each property there are emergency exit plans
and designated safe areas. Emergency backpacks have been created for on-
site staff that includes masks, digital cameras, earplugs, first aid, gloves,
batteries, over $300 worth of equipment. In the event of an earthquake, those
assigned personnel will be given a backpack and asked to do a quick
assessment of the property. Personnel are not trained to assist with medical
aid. He noted that Catalina Gardens had a recent meeting regarding
emergency preparedness. The City also hosted an awareness meeting that
included staff from different cities and schools.
Mrs. Moore clarified that the property managers, maintenance staff and city
staff are not first responders. The appropriate parties will need to respond to
emergency situations. Staff is asked to assess the properties and secure areas
of concern such as fallen trees.
Commissioner Colombini commented that there will be so many calls for police
and fire, in the event of a catastrophic earthquake asked if property managers
would be trained to perform CPR.
Commissioner Tucker stated that he received CPR training from the Fire
Department. He also noted that most tenants at Las Serenas do not show up to
training meetings; out of 150 residents only 26 showed up to the last meeting.
Robert Navares commented that he volunteered to assist the residents at
Catalina Gardens by showing residents how to fasten heavy equipment down.
To this date, no one has called to request his assistance.
Mrs. Moore stated that there are personal liability issues to consider when
performing CPR and it is up to an individual if they wish to be trained. She
noted that at this time, staff wanted to show the Commission how staff is
moving forward with earthquake preparedness at the properties.
Mr. Conway stated that more educational meetings will be provided in hopes
the tenants have a better understanding. He used the recycling issues as an
example of getting everyone onboard and how at first there was reluctance but
now we are seeing over 50% diversions and a 70% savings.
VI. NEW BUSINESS
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
Housing Commission
Minutes November 10, 2010
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
IX.
James Conway summarized the report and stated that there are 22 applicants
listed on the report.
Janet Moore noted that the report will be modified to include disbursed amounts
for the last fiscal year.
At this time, Commissioner Natalie Russo reminded the Commission of
Veterans Day celebration at Freedom Park at 11:00 on Thursday, November 11
2010.
Justin McCarthy stated that Lieutenant Commander Steven Ures, Navy Aviator,
will be the speaker at the Veteran's Day celebration. He noted that Lt.
Commander Ures is Cathy Walker's husband, Senior Management Analyst for
the City.
NEXT MEETING DATE — December 8, 2010
ADJOURNMENT
Natalie Russo, Housing Commission
Commission meeting at 4:30 p.m.
V l v
Patty Leon, Recording Secretary
Fl
Chair, adjourned the Housing
u ....lt _ . .a-1.ert_.. -. m6 _
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
December 8, 2010
I. CALL TO ORDER
Jane Turner, Housing Commission Vice-Chair, convened the meeting at 3:30
p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Wade Tucker
Jane Turner
Also Present:
Janet Moore, Director of Housing
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
Robert Nevares, Catalina Gardens resident
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
Members Absent:
Natalie Russo
A. MINUTES of the Regular Housing Commission meeting of November 10,
2010.
With a Motion made by Commissioner Wade Tucker and seconded by
Commissioner ponna Lewis the minutes of November 10, 2010 were
continued to the January 12, 2011 meeting.
Janet Moore commented that the November 10 h minutes are still in review.
1
Housing Commission
Minutes
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
B. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
December 8, 2010
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for October.
Teresa Vakili stated that the properties remain consistent with regard to the
occupancy. She reported on the Holiday events that took place at Las Serenas
and Catalina Gardens. Staff had the opportunity to serve thanksgiving dinners
to senior residents. Holiday carolers from students of Carter Elementary School
and Palm Desert High School are scheduled to entertain the senior residents.
Additionally, Girl Scouts will decorate ornaments with residents.
Ms. Vakili also reported that two crime free seminars were completed at
California Villas and Desert Pointe, and anticipates residents from the
remaining properties to attend this seminar by the end of January.
Commissioner ponna Lewis referenced the report and inquired on the "Number
of Wait List Contactees".
Teresa Vakili stated that the numbers shown under this category are the wait
list applicants that have been contacted by a property manager for that
particular month. There is an extensive wait list for each of the income
categories particularly the very low and low. Wait list applicants can stay on the
list for as long as they want provided they qualify; some applicants have been
on the list since 2008. In addition, applicants are able to place their name on
the wait list at several different properties.
Commissioner Gene Colombini asked if there was a central office where
interested applicants can inquire about all the properties.
Ms. Vakili replied that her office located upstairs from the leasing office at One
Quail Place is the central office. She noted that she receives a lot of phone
calls and web inquiries as well.
The city's affordable rental housing information brochure was referenced and
provided to Mr. Robert Nevares. James Conway noted that this brochure is
displayed at all the leasing o ces.
Housing Commission
Minutes December 8, 2010
C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for October.
D. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
October.
E. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Commissioner Jane Turner inquired on the status of Sagecrest Apartments.
Mr. Conway stated that an authorization to award a contract for the
deconstruction of Sagecrest is being recommended to the City Council at their
next meeting. At this time, the property is vacant.
VI. NEW BUSINESS
A. ELECTION OF OFFICERS
With members of the Commission in concurrence, Jane Turner was nominated
as Chair and Wade Tucker as Vice Chair. Both Jane Turner and Wade Tucker
accepted the o ce to which they were elected.
Commissioner Jane Turner mentioned that she already knew she would be
missing two meetings in 2011 and asked Vice Chair Tucker to cover those
meetings.
Rec: By Minute Motion:
Action: Motion was made by Commissioner ponna Lewis and
seconded by Commissioner Gene Colombini to elect Jane
Turner as Chairwoman commencing January 2010 for a term
of one year, and Wade Tucker as Vice Chairman commencing
January 2010 for a term of one year
3
Housing Commission
Minutes
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
December 8, 2010
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report and stated that there are 20 applicants
listed on the report that include 6 from mobile home parks.
IX. NEXT MEETING DATE — January 12, 2011
A. Schedule of Housing Commission meeting dates for 2011
Janet Moore stated that the meetings of September 14 and December 14 occur
after the regularly scheduled City Council meetings and in order to
accommodate actions required by the Commission on the Housing Authority
agenda, staff is requesting that the Commission adjourn the August meeting to
September 7`h and the November meeting to December 7th. Given that the City
Council often goes dark in August, the September Commission meeting will
probably have reports that will be time sensitive, and therefore staff is
recommending moving the meeting.
Motion was made by Commissioner Wade Tucker and seconded by
Commissioner Gene Colombini to adopt the 2011 meeting dates and
reschedule the September and December meetings accordingly to
accommodate actions required by the Commission on the Housing
Authority agenda.
Mrs. Moore reminded the Commission of the Commissioner's dinner scheduled
next Wednesday for all Committee/Commission members.
ADJOURNMENT
Jane Turner Housing Commission Vice-Chair, adjourned the Housing
Commission meeting at 3:45 p.m.
U v
Patty Leon, Re ording Secretary
a
TO:
FROM:
DATE:
SUBJECT:
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFICE MEMORANDUM
RACHELLE KLASSEN, CITY CLERK
PATTY LEON, RECORDING SECRETAR
NOVEMBER 12, 2010
HOUSING COMMISSION MINUTES
Attached are the following Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held November 10, 2010 as follows:
October 13, 2010
Please submit to the Housing Authority Board.
Thank you.
cc: John M. Wohlmuth, Executive Director
3 0-!
ReCPIVP,£F I gYHOUSGAUTH `n
Fi ne-ly
o a -9 - ac,o .
VERIFiE QY:o K-I+
J'
nriginal on file with City Clerk's Office
r9-hs ,,` j,
1 sz rt
s
c,
0
G 4da Pauy LeonU{ousmy Commissodt LuellaneousUfemosRlemos lo Ory CkrA HCWAC - Lnu¢s doc
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
OCTOBER 13, 2010
I. CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Wade Tucker
Jane Turner
Also Present:
Jean Benson, Councilmember Liaison
Janet Moore, Director of Housing
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
Robert Nevares. Catalina Gardens resident
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
Members Absent:
A. MINUTES of the Regular Housing Commission meeting of September 8, 2010.
A correction was made to the minutes to reflect Commissioner Jane Turner
absent for the September 8 h meeting.
With a Motion made by Commissioner Tucker and seconded by
Commissioner Colombini the minutes of September 8, 2010 were
unanimously approved with Commissioner Turner abstaining.
1
Housing Commission
Minutes
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
October 13, 2010
Janet Moore reported that the Housing Ad Hoc subcommittee meeting is
tentatively on hold. Mr. William Kroonen, the City's newest Councilmember,
will be part of the subcommittee and therefore staff wanted to give him time to
get acquainted with his position. A meeting will be scheduled sometime in
November. It was noted that Councilmember Kroonen will serve Mr. Kelly's
term.
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
The Commission reviewed the memo provided by Jessica Gonzales.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for August.
Teresa Vakili stated that there are no changes to the reports; most of the senior
communities have no vacancies.
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for August.
Commissioner Tucker referenced the moderate income level category and
asked if those rental rates reflect the new rate.
Teresa Vakili stated that the rental rates change, depending on income, once
the lease expires. She noted that tenants' leases expire at different times
throughout the year and therefore the report will not reflect the new rate all at
once.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
August.
E
Housing Commission
Minutes October 13, 2010
Commissioner Russo referenced the report and inquired on the negative
figures listed on the Net Operating Income.
Teresa Vakili responded that based on availability of replacement reserves,
Neighbors and Desert Pointe are undergoing renovations and therefore those
negative figures represent projects completed during that month.
Janet Moore reported that Desert Pointe and Neighbors are the two properties
that have not been completely renovated. Although, both properties are in
fairly good condition, the daily maintenance and upkeep will make an impact.
Councilmember Liaison Jean Benson asked if the units are renovated on an as
needed basis.
Mrs. Moore replied that units are renovated as needed, however if a unit
becomes vacant staff will determine if iYs possible to renovate the interior. Out
of 64 units at Desert Pointe, approximately 21 have been renovated to date.
Ms. Benson inquired on the long term tenants and how those units are being
maintained.
Mrs. Moore replied that staff will offer to change out the carpet after a period of
time.
Ms. Vakili noted that staff is careful entering an occupied unit due to personal
belongings, unless there is a need to paint or change out the carpet.
James Conway stated that in some cases tenants that have occupied a unit for
an extended period of time will be transferred to a renovated unit to allow staff
to renovate that unit.
Commissioner Turner referenced the Housing Authority Properties update
report and asked if the plumbing, insulation, and re-drywall at unit #52 were
considered routine upgrades.
Mr. Conway replied that those upgrades listed for unit #52 are substantial.
Being that Desert Pointe and Neighbors are older properties, once a unit is
vacant, staff takes the opportunity to look at any issues that may exist.
Ms. Benson inquired if any of the senior complexes have a golf cart that tenants
can utilize for errands.
Mrs. Moore stated that the properties do not have courtesy golf carts available
for tenants due to liability issues. However, there are other services in the area
that will assist seniors. Albertson's has allowed tenants at Las Serenas to push
a shopping cart home and will send a member to pick up the carts at the
3
Housing Commission
Minutes October 13. 2010
property. In addition, residents can shop online at Albertsons and have their
groceries delivered. Desert Samaritans will also shop and deliver groceries to
the elderly. She noted that seniors have indicated that they like living at One
Quail Place for its close vicinity to the local mall and shopping centers
particularly Trader Joes.
Mrs. Moore also mentioned the "211 system" where residents can get
assistance with respect to other questions or needs that they may have.
Additionally, tenants are given a list of locations that provide free tax assistance
during tax season as an insert in the newsletters.
Robert Nevares, potential Housing Commissioner, inquired on earthquake
awareness at Catalina Gardens and was mainly concerned with the gas and
shutting off the valves.
Mr. Conway stated that the City of Palm Desert is conducting a presentation on
October 215` with respect to earthquake preparedness. He plans on
coordinating educational meetings within the properties once staff completes
the exercises. The Red Cross will be invited as well to provide additional
information. He noted that staff is looking into emergency kits that would be
available for purchase.
Mr. Conway stated that RPM staff members will go through additional training
and a plan will be set within the property in the event of an earthquake. He also
mentioned that several tenants at Las Serenas volunteered to actively get
involved in the safety of other tenants after an earthquake.
Mr. Nevares was concerned if an earthquake happened before meeting with
staff. He noted that there are elders at Catalina Gardens that might have
trouble moving. He also mentioned that he would like to get involved.
Commissioner Tucker provided a brief explanation of the tenants' involvement
at Las Serenas. He stated that the property is divided into four sections with
one tenant in charge of one section and responsible for the safety of those
tenants after an earthquake. Mr. Tucker implemented a"flag system" where
tenants who do not need assistance place a flag outside their unit which will
indicate they are all right. He mentioned how he assisted a tenant who had
fallen after the earthquake on Easter Sunday.
Mr. Conway explained that staff is working with the Risk Manager for the City of
Palm Desert on a much grander scale to assist not only the Housing Authority
tenants but residents as well.
Commissioner Turner asked if RPM Company has an emergency
preparedness program.
0
Housing Commission
Minutes October 13, 2010
Teresa Vakili stated that staff has been trained for emergency situations. All
property managers have a map of all the shut off valves and are available 24
hours a day, 7 days a week.
Mrs. Moore,stated that the goal, after an earthquake, is to check for dangers or
hazardous conditions and the welfare of the residents. RPM's staff is trained to
immediately assess any dangers or hazardous conditions within the properties.
Those residents who are willing to participate in a program similar to Las
Serenas will check the welfare of the tenants. Staff is hoping to be able to
establish a resident welfare check at all the properties in the event a property
manager is not on site. She noted that there has been more participation from
residents at the senior properties than at the multi-families. There are onsite
managers at some of the properties but might not be able to get to every unit in
a timely manner. With respect to the City providing the necessities such as
water, the recommendation to the residents is to plan for three days.
Commissioner Tucker mentioned that he has recommended to the residents at
Las Serenas to prepare in advance. He also noted that RPM staff has provided
flyers in the newsletters on how to prepare for an earthquake.
F. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Commissioner Russo asked if there were any responses from the residents at
One Quail Place with respect to filling the ponds with drought tolerant plants.
Mr. Conway stated that the residents have been informed of the ponds
converting to drought tolerant plants due to health and safety issues. Being that
there is a child care facility on the property with a route to the playground along
the ponds, district and state officials directed staff to address those ponds to
avoid any accidents. Other drought tolerant conversions mentioned were
unusable turf areas and water runoff areas.
Janet Moore stated that at the last meeting there was a request made on the
specific types of service calls. RPM staff prepared a detailed list of every
service call made for the month of September and found that most calis made
were for AC and plumbing issues.
Teresa Vakili stated that the report consists of 401 service calls from all
Housing Authority properties as follows; 21 % of calls were for ac and/or
heating, 13% for electrical, 26% for plumbing (clogged disposals and/or toilets),
5
Housing Commission
Minutes October 13, 2010
13% for appliances, and 27% in other/ general such as key is not working and
door lock is loose.
Upon question, the report will be incorporated in the Project Update Report on
a quarterly basis.
Councilmember Liaison Jean Benson inquired if the residents know the types of
calls they can and cannot make.
Mrs. Moore responded that RPM's maintenance staff does their best to
encourage residents not to call on certain items that they can fix/do on their
own. In some cases, staff has to respond to tenants who are locked out of their
unit which is at no fault to staff; after a certain number of times there is a small
fee.
Ms. Vakili stated that the newsletters include information with respect to the
items they can and cannot put in a garbage disposal, and how regular light
bulbs are the tenants' responsibility; kitchen fluorescents are changed by staff.
Tenants are also provided with this information upon signing a lease.
Upon question, it was reiterated that the onsite maintenance staff is available
24 hours a day, 7 days a week.
VI. NEW BUSINESS
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report and stating that 11 are in the application
stage, 3 have recently been completed, and 5 in construction.
Commissioner Turner inquired on the home located at Kelsey Circle with an
application completed on June of 2009 and asked on the landscape renovation
work.
Mr. Conway replied that staff has been working with the Public Works
Department on a drought tolerant conversion project within that community.
There are four homes within that community on hold waiting for the landscape
conversion plan to be completed. The property located at Kelsey Court
included a substantial renovation that was completed in the last fiscal year.
Housing Commission
Minutes October 13, 2010
Janet Moore added that there are several homes on the report that show a
committed amount without the disbursement totals which were paid the
previous year. The report will be modified to show those amounts disbursed.
She noted that this year might be a recording breaking year as well since there
are a lot of applications in progress.
Upon question, Mrs. Moore stated that staff works with a non-profit organization
firm that prepares the work write ups and oversees the projects. The idea
behind the program initially was street beautification and health and safety
issues.
Commissioner Russo remirided the Commission of the Golf Cart Parade on
Sunday, October 31, 2010.
IX. NEXT MEETING DATE — November 10, 2010
Janet Moore reported that the City Council will not meet November 11, 2010
due to the Holiday and will only meet one day in November. Mrs. Moore asked
the Commission if they would like to change the Housing Commission meeting
of November 10ih to the following week; all Commissioners agreed to keep the
meeting on the 10 n
Mrs. Moore also mentioned that there will be a Veteran's Day celebration on
November 11`" at Freedom Park at 11:00 a.m.
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
Commission meeting at 4:15 p.m.
r--
Patty Leon, F ecording Secretary
7
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFtCE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK n
I
FROM: PATTY LEON, RECORDING SECRETAR
DATE:
SUBJECT:
OCTOBER 14, 2010
HOUSING COMMISSION MINUTES
Attached are the following Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held October 13, 2010 as follows:
September 8, 2010
Please submit to the Nousing Authority Board.
Thank you.
cc:. John M. Wohlmuth, Executive Director
tiY HOUSG AUTH -p
ON /O^ -o
VERIFIED BY:!le-DIC/C
4 rigin! on file with City C erk's Office
c,
0
G W a Peny LmnWouung CommisuqiMiscellenwusMemosNfanos o C ry Qerk HCUipC - Minu a doc
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
SEPTEMBER 8, 2010
I. CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Wade Tucker
Also Present:
Jean Benson, Councilmember Liaison
Janet Moore, Director of Housing
Jessica Gonzales, Management Analyst
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
Robert Nevares, Catalina Gardens resident
III. ORAL COMMUNICATIONS
Members Absent:
Jane Turner
Janet Moore introduced Councilmember Jean Benson who will be serving as
Housing Commission Liaison in place of Mr. Dick Kelly.
Councilmember Liaison Benson stated that she served on the Housing
Commission for years prior to the appointment of Mr. Kelly.
Mr. Robert Nevares was present as a potential Housing Commissioner.
1
Housing Commission
Minutes . September 8, 2010
IV. CONSENT CALENDAR
A. MINUTES of the Regular Housing Commission meeting of June 9, 2010.
With a Motion made by Commissioner Tucker and seconded by
Commissioner Colombini the minutes of June 9, 2010 were unanimously
approved with Commissioner Russo abstaining.
MINUTES of the Regular Housing Commission meeting of July 7, 2010.
With a Motion made by Commissioner Tucker and seconded by
Commissioner Colombini the minutes of July 7, 2010 were unanimously
approved.
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
Janet Moore stated that Commission Reports reflect updates provided by the
Housing Ad Hoc sub-committee that was created for the purpose of reviewing
Carlos Ortega Villas' project. The next upcoming meeting is expected to be
held in October. Both Councilmembers Mr. Kelly and Ms. Benson were part of
the sub-committee. Natalie Russo has expressed interest in filling a vacancy in
the sub-committee.
A motion was made by Commissioner Lewis and seconded by
Commissioner Tucker to appoint Natalie Russo to the Housing Ad Hoc
sub-committee for Carlos Ortega Villas.
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Jessica Gonzales summarized the memo provided to the Commission.
Mrs. Gonzales stated that the subject property listed on the memo for Council
review is known as Sagecrest Apartments. Given that it is an Agency action, a
vote is not required from this Commission.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for June and July.
7
Housing Commission
Minutes September 8, 2010
Teresa Vakili provided a current update and stated that 5 of the 13 communities
are 100% occupied including One Quail Place which is the largest rental
property.
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for June and July.
Janet Moore stated that the income levels at the Housing Authority properties
may fluctuate based on the market; at this time the rental rates are fairly
consistent with other market rental properties.
Mrs. Moore referenced the reports and commented that there is a significantly
high percentage of very low in the Housing Authority properties; 75% are
occupied by families earning less than 50% of the Area Median Income (AMI).
Currently the AMI for 2010 is $65,000 for a family of 4. There are many tenants
whose rents were lowered based on the current income limits. ,
Commissioner Tucker asked if the properties will continue this rate for more
years.
Mrs. Moore stated that the general housing market is being affected as well.
Tenants in our higher income levels are looking at homeownership
opportunities as well.
Mr. Tucker inquired on the status of Carlos Ortega Villas.
Mrs. Moore stated that the project is under contract with an architect who is in
the process of working with the concept to establish the plans. The project is
continuing its efforts; there are timeframes that must be met by the architect as
well as percentages of completion dates. Staff will provide the Housing
Commission with an update after meeting with the subcommittee.
Commissioner Lewis complimented RPM Company on a great job of
maintaining a high occupancy rate considering the economy crisis.
E. REPORT #2 — MONTHLY NET OPERA7ING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
June and July.
Janet Moore stated that the State of California was late this year getting the
income limits to the cities. In the past, the income levels were provided
anywhere from February to April; however, this year they didn't come out till the
end of June. Tenants have to be notified at leasi 60 days prior to change in
c7
Housing Commission
Minutes September 8, 2010
their rental rates and in some cases a 90-day notice is required if the rent will
increase. This report does not reflect all the new rental rates since
recertifications are done throughout the year.
Mrs. Moore also stated that a rent survey is conducted every other year with
respect to the maximum rent based on what the market entails, in order to
maintain consistency. A survey was conducted in March of this year and found
that actual market rents had gone down which resulted in a decrease in our
rental rates. Currently our maximum rents are below the lower income category
averaging at the 65% income level. Most tenants who make 100% of the AMI
can afford to go anywhere which is the reason the reports show an increase in
the very low.
Commissioner Tucker asked about the maximum income to qualify for the
program.
Mrs. Moore stated that the current maximum rent is set at 65% however
applicants cannot exceed 120% of the AMI in order to qualify for the program.
Given that most market rental properties are offering many incentives including
free rent, etc., there is minimal interest in our properties by higher income
households.
Chair Russo compared the June and July report and asked if there was a
timing issue with respect to the figures.
Mrs. Moore responded yes from either accruals or payments that were paid
from the previous month.
F. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Chair Russo inquired on the total number of service requests being high.
Mr. Conway responded that that number was typical at the properties.
Councilmember Liaison Jean Benson referenced One Quail Place and inquired
on the 170 service requests.
Mr. Conway responded that the calls are minor repairs such as a garbage
disposal and in fact was a typical number for One Quail Place considering it is
our largest property.
n
Housing Commission
Minutes September 8, 2010
Ms. Benson asked if annual inspections were conducted at the beginning of the
year to ensure everything is in working order.
Janet Moore stated that we go in twice a year and at that time smoke detector
batteries and AC filters are replaced.
Ms. Benson inquired on ways to reduce service requests since most properties
are older.
Teresa Vakili stated that most tenants will run their AC units very low in the
summertime and freeze the unit. Most service calls are repeat services to show
tenants how different things work.
Mrs. Moore asked Teresa Vakili with RPM Company if a tally can be prepared
of service calls explaining the types of requests being made.
Commissioner Lewis commented that she appreciated tenants calling RPM
rather than fixing a repair themselves.
Mr. Conway added that staff provides educational handouts with regard to
suggesfions on what temperatures to keep AC units during certain times of the
year. He reported AC units that were in need of replacement at California Villas
due to tenants wearing them out; both AC units were under warranty.
G. Palm Desert Housing Authority Tenant Survey
A copy of the 2009 Residents' Survey and Results were provided to the
Housing Commission as informational.
The budget for this fiscal year was carefully considered in terms of cost
effective items that would benefit the properties. In the past, surveys were
mailed to every tenant which cost approximately $600 to $800 to mail the
survey and only 30°/o were returned. Based on this, staff did a pilot program this
year and offered the survey online as well as offered to mail a survey upon
request. This year 41 surveys were returned to include mail out versions. Staff
is working on ideas to better promote the surveys for the next year. It was
noted that several of the properties have internet access, besides the public
library.
The surveys are used for several criterias such as tenants' perspective of RPM
and certain programs implemented. Mrs. Moore noted that in most cases iYs
human nature to mail a survey back when someone is upset. On the contrary,
when someone has no complaints they ignore the survey. It is difficult to get an
accurate response solely from surveys. Mrs. Moore noted that this is the same
survey that is sent out every year. She referenced the results and mentioned
that the percentages were very similar to last year considering only 41
5
Housing Commission
Minutes September 8, 2010
responded. RPM is not looking for a contract increase but the survey was
brought to the Housing Commission to show the information presented to the
tenants and the responses received; overall the results were favorable.
Commissioner Tucker inquired if tenants knew that a survey was being
conducted. He commented that in the past when surveys were mailed
everyone was aware. He asked if there was some other way to get the surveys
out.
Mrs. Moore stated that there was a notice sent to every tenant with respect to
the online survey. RPM normally does not get involved in the process however
this year RPM assisted with inserting the flyers in the newsletters.
Mr. Tucker addressed Mr. Robert Nevares and asked him if he had received a
survey; Mr. Nevares replied no. A copy of the flyer was provided at this time.
Mrs. Moore stated that staff will work on ways to ensure every tenant is made
aware of the survey next year.
Commissioner Colombini commented that those who did respond were in favor
of RPM and complimented RPM.
Chair Russo inquired if tenants travel during this time of the year and perhaps
staff should send out the surveys at a different time.
Mrs. Moore stated that the survey was available from April to the end of June.
Ms. Russo commented that she has been involved with surveys in the past and
found these numbers satisfactory.
Councilmember Liaison Jean Benson inquired if the properties provided
monthly notices/reminders of when the rents are due. She asked if property
managers would be able to provide a notice of the survey when tenants pay
their rent.
Mrs. Moore replied that the properties do not send monthly notices regarding.
As part of the lease, tenants know to pay their rent by the fifth of the month.
Mrs. Moore stated that the notices of the survey can be given to the tenants at
that time also.
VI. NEW BUSINESS
A. RPM AGREEMENT FOR PROPERTY MANAGEMENT SERVICES
0
Housing Commission
Minutes September 8, 2010
Janet Moore stated that a correction was made to the second page of the
original staff report to reflect October 1, 2010 as the effective date. The current
contract requires that at least 90 days prior to the expiration of the contract,
RPM and the Housing Authority enter into a good faith negotiations to
determine contract renewal. The president of RPM Company has submitted a
letter to extend the contract from January 1, 2011 to December 31, 2012 at no
increase in fees. RPM Company has managed the properties since the
Agency acquired the properties from the County. At the end of the upcoming
contract term RPM will not have increased their fees in five years.
Commission expressed that RPM is doing a greatjob.
Motion was made by Commissioner Tucker and seconded by
Commissioner Colombini to approve the First Amendment to the
Agreement for Property Management Services with Ray, Douglas,
Ann and Patrick, Inc. a.k.a. RPM Company effective October 1, 2010
at no increase in fees for the term January 1, 2011 to December 31,
2012.
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report and mentioned that the report was
modified to reflect the current fiscal year 10-11; 09-10 was excluded. Currently
there are 18 applicants in various stages; 5 in construction; 4 applicants have
been assigned to the consultant; and 9 are in the application stages. He noted
that the, program is extremely busy.
Janet Moore reported that last year was a record breaking year for the HIP.
There was more activity last year than its origination in 1987. Twenty-seven
applications were received in the first half of last year and only an average of
17 - 20 was received in the past for the entire year.
Mr. Conway noted that besides more assignments, the projects got bigger,
given that the limits were increased. He commented that it has made a
significant difference in the neighborhoods.
Mrs. Moore added that over 70% of the request fulfilled included energy
efficiencies and/or conservation of a natural resources; a goal of the City.
7
Housing Commission
Minutes September 8, 2010
Commissioner Tucker asked on the percentage of applicants that are accepted
and declined.
Mrs. Moore responded that 85% to 90% of applications are accepted. There
was a recent audit wherein a staff member was not aware she was speaking
with an auditor from Community Development Block Grant program. The
auditor was very pleased with the information provided with regard to the HIP.
Councilmember Liaison Jean Benson stated that she had recently passed
through Portola Palms Mobilehome Park and noticed several homes in despair
and thought of calling Code Enforcement.
Mr. Conway stated that staff works closely with Code regarding homes that are
in violation and/or require immediate attention. Code Officers have HIP
applications in the event they feel a homeowner meet our guidelines. The
number of requests for mobile homes has increased.
Ms. Benson commented that she was not aware the City assisted mobile
homes until a neighboring resident mentioned that the City of Palm Desert had
paid for the repairs to their mobile home.
Mr. Conway stated that he would address this concern with Code Enforcement
and have them take some HIP packets. He noted that the program has been
very busy and therefore limited advertising is done. However in the case of
code eriforcement issues staff likes to address those immediately.
Mr. Tucker asked if the Portola Palms Mobilehome owners own the land.
Mrs. Moore replied in the affirmative, however, there is one (1) lot in that
development that the Agency owns.
IX. NEXT MEETING DATE — October 13, 2010
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
Commission meeting at 4:17 p.m.
I .
Patty Leon, Recording Secretary
i
PALM DESERT REDEVELOPMENT G NC f ,
INTER FFICE MEM RANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETARY/
DATE
SUBJECT
SEPTEMBER 9, 2010
HOUSING COMMISSION MINUTES
rD
0
1
0
p
ix, u
U =
z , c
c,
Q:
0
ni
H
u/,7
a
0
Attached are two (2) Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held September 8, 2010 as follows:
June 9, 2010
July 7, 2010
Please submit to the Housing Authority Board
Thank you.
cc: John M. Wohimuth, Executive Director
Y HOUSG AUTH
ON /D'`- OfO
VERIFlED BY:_L/I-Z
C riginal on file with City '.:rk's Office
G 4JuNeuy LwnVlasiny ConunismaNlixdieneamlMemozNlemos m Ciry Qed HGWAC - Minwee doc
CITY OF PALM DESERT
ADJOURNED HOUSING COMMISSION MEETING
MINUTES
JULY 7, 2010
I. CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Wade Tucker
Jane Turner
Also Present:
Justin McCarthy, ACM for Redevelopment
Jessica Gonzales, Management Analyst
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
III. ORAL COMMUNICATIONS
Members Absent:
Wade Tucker asked if Commissioners were allowed to comment on Agenda
items at this time.
Natalie Russo stated that any person including Commissioners were allowed to
comment however, may be deferred until such time on the Agenda as the item
is discussed.
IV. CONSENT CALENDAR
A. MINUTES of the Regular Housing Commission meeting of June 9, 2010.
1
Housing Commission
Minutes July 7, 2010
Minutes of the June 9`", 2010 meeting were continued to September 8, 2010.
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
The HUD Income Limits for 2010 published by the Department of Housing and
Community Development (HCD) were provided to the Housing Commission as
informational. Jessica Gonzales commented that RPM is implementing the
rental rates to be effective July 1, 2010.
Wade Tucker asked if the income limits had been provided to the Commission
last year.
Mrs. Gonzales stated that the income limits were being provided in this form to
the Commission as a request by a Commissioner. She noted that typically the
income limits are published in April but were delayed.
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Jessica Gonzales summarized the memo provided to the Commission.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for May.
Teresa Vakili summarized the report and stated that Sagecrest will be removed
since the relocation process has been completed.
Natalie Russo inquired on how the tenants were being notified of the changes
to the rental rates.
Ms. Vakili stated that residents are provided with a 90-day notice, prior to their
lease expiration, with a new certification packet for completion. All residents
were notified of the delay. Residents whose rent increased received an
additional 30-day notice.
Upon question of SagecresYs occupied unit, Ms. Vakili stated that the last
remaining tenant moved out June 4'.
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
2
Housing Commission
Minutes July 7, 2010
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for May.
Discussion ensued with the turnovers at Las Serenas due to either deaths or
tenants moving with family members.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
May.
F. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Natalie Russo referenced the update and asked on the repairs completed to the
damaged stucco of the carport at Candlewood Apts. caused by a vehicle.
Mr. Conway stated that the damage was minor. A car took out a small portion
of the stucco wall by the carport. In-house maintenance staff repaired the
damages. It is still unknown who caused the damages.
Upon question of a new design for cabinets, Mr. Conway stated that staff is on
a test trial with a new cabinet company. The cabinets have been installed at
Las Serenas and Catalina Gardens. He noted minor issues with the company
at the beginning but were addressed. Staff has not determined on whether to
switch over to this new product. The company is based in San Diego and is a
competitor to HD Supply; the current supplier to the properties. The company
also provides demo services which is an added benefit. He noted that staff
ensures cabinets are installed properly after each installation. Cabinet prices
vary between all properties.
Mrs. Russo asked about the short in the alarm panel at Palm Village.
Mr. Conway stated it was brought to our attention by the monitoring company
that there was a problem with the alarm panels. There are two alarm panels
installed at Palm Village Apts., one is a fire alarm and the other one is a burglar
alarm.
Mr. Tucker mentioned that there were two trucks belonging to an air
conditioning company at Las Serenas for days.
3
Housing Commission
Minutes July 7, 2010
Mr. Conway stated that typically an air conditioning company will monitor the
system after it has been installed and complete rebate applications for
submission. He noted that he was not aware of any extended delays with
respect to air conditioning repairs at Las Serenas.
VI. NEW BUSINESS
B. PALM DESERT HOUSING AUTHORITY LANDSCAPE MAINTENANCE
SERVICES
James Conway reviewed the staff report, stating that a formal bid process
was conducted. Six companies responded and Pinnacle Landscape
Company was recognized as the lowest responsible bidder. Pinnacle is
also assigned to other Palm Desert contracts. The contract will be for a two
year period.
Upon question if Pinnacle bid the last time, Mr. Conway stated that they did
not, stating that all three lowest bidders were new.
Gene Colombini referenced the staff report and asked why a company from
Santa Ana would provide a service outside their area. He commented that
by contracting outside the area we are not keeping the money here. He
also asked on the point system for locals and supporting the City as well as
the County of Riverside.
Justin McCarthy stated that the City is legally obliged to accept bids from
outside the area.
Mr. Conway stated that the bid process entitles everyone to bid as long as
the company can demonstrate the experience and knowledge required. He
noted that staff was not surprised to see companies outside the area bid
which can bring competitive pricing. Outreach was done by publications
and notices. He noted that Pinnacle has an office in Palm Desert and
contract workers that are acclimated to this weather. They are also aware
of the work requirements at the properties such as the decomposed
granites and plant materials.
Upon question, Mr. Conway stated that four of the six companies that
submitted bids are from the Palm Desert area. There were several
companies outside the area that picked up packets but did not submit bids.
With respect to Sierra Landscape, Wade Tucker commented on their bid
cost.
Housing Commission
Minutes July 7, 2010
Mr. Conway stated that the landscape contract is a performance contract.
The scope of work and specifications are very clear. In the event of
nonperFormance or need to terminate a contract, the Agency holds the
performance bond and payment bond in place and in most cases
companies do not want to lose their bonding capacity. Staff is working with
Sierra to ensure the properties are in good standards so Pinnacle has a
better understanding of what we expect.
Mr. Conway also noted that Sierra was required to submit a weekly
schedule to include crew size and duration of staff members at a property.
The schedule allowed staff to ensure there were enough resources at a
particular property.
Mr. Colombini asked how long Pinnacle has had their office open in Palm
Desert.
Mr. Conway stated that he did not have that information with him but would
provide that at the next meeting.
Mr. Colombini commented that there is a lot of talk in this industry with
regard to outside contractors/companies coming in and money going out
the door and how cities and the County are not appreciating. He further
commented that this may be a serious situation because there are a lot of
people without work in our area.
Mr. McCarthy stated that from a legal perspective we are obliged to take
the lowest responsible bidder. If a City starts looking at local
vendors/contractors then other cities will start doing the same and will find
ways to pre-empt companies from doing business in their city creating a
problem. He also provided an example of a fairly large project that this
Commission oversaw and how staff was working with a local architect who
provided a proposal to do the next phase of work that was substantially
high. Staff did an RFP (Request for Proposals) and got a substantial
response from contractors outside the area because it was a sizable
project. Bids from local architects were competitive as well. He added that
the best solution is to make sure our local vendors, contractors are aware
of potential projects. He further noted that the City Council is sensitive to
companies that have subdivisions within the city or valley and employ local
workers.
Mr. Tucker commented that when he first moved to as Serenas there
were no issues with the landscape and asked if Liberty was the lowest
bidder at that time.
Mr. Conway stated that Liberty was the only bidder in most cases. There
were times when there was competition however; the other competitors
5
Housing Commission
Minutes July 7, 2010
had a higher cost because they were busy. He noted that times are
different; there is more competition wherein cities are benefitting from
better pricing and services. Our specifications are stringent and therefore
these companies have to perform; they are professionals.
Mr. Tucker commented that staff should have a pretty good idea of what
the cost should be and what to expect in a bid.
Mr. McCarthy stated that three years ago we might have been able to say
yes but the world has changed significantly in the last 36 months. He
provided an example on Palm Village Apts., a six million project, and how
there were no bidders. Staff had to rework the numbers and one contractor
bid the job. Bids are now breaking below engineers' estimates. The parking
lot project at Desert Willow of approximately one million is out to bid and
bids came in at $500,000 to $600,000 range; iYs the nature of the change
in the economy right now.
Mr. Tucker asked if bids were sought for the paving and slurry seal. He
commented that the job recently done at Las Serenas was terrible.
Mr. Conway stated that if contractors did what they were supposed to do
the right way he would not have a job. He noted that he is constantly at the
properties especially during projects.
Mr. McCarthy stated that there have been three projects over the last 5
years that have had non judicial proceedings to resolve issues. Depending
on the size and issue there are times we don't get into litigations.
Mr. Tucker asked if bidders know the City takes the lowest bid as
mandated by law. He commented on how Sierra first bid was low of
approximately $222,000 and now their bid was $403,000.
Mr. Conway stated that Sierra had some loses from the previous contract
that they wanted to recover and that is part of the reason their bid was
high.
Mr. Tucker asked if this was the first time we do a two year contract. Mr.
Conway replied yes.
Mr. Colombini commented that knowing you have an all inclusive RFP and
a good expectation for this work on the city level, he asked what happens
with the slurry seal issue.
Mr. Conway explained that the slurry seal was done in a parking lot as
opposed to the streets where there are less oil spots. Oil and slurry do not
bond well when the slurry product is on top of the oil spots there is less
0
Housing Commission
Minutes July 7, 2010
adhesion. There is a process for bonding where the oil spots are burned
and then a bonder is added before the overlay of the slurry product
however there might be a portion that fails. The contractor was called back
to correct those issues.
Mr. Tucker commented that he felt it was too late for the contractor to do
that process. They should have came in the first time and taken the spots
out and then put fillers.
Mr. Conway explained that Las Serenas is actually in really good shape,
there are no pot holes to fill and therefore, the work called for only slurry
seal and restriping. The issue was the oil stains and adhesion. Slurry seal
is to supply the course surface with fine sand materials to avoid standing
water. He noted that the other properties will require to remove and replace
asphalt areas as well as demo patching before overlaying the product.
Motion was made by Commissioner Turner and seconded by
Commissioner Lewis to forward the recommendation to the Housing
Authority to authorize the award of contract to Pinnacle Landscape
Company, in the , amount of $255,444 for annual landscape
maintenance services for thirteen (13) Housing Authority Properties;
and Authorize the Executive Director to execute any documents
necessary to facilitate the contract award and implementation.
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report; stating that aithough the report reflects
10 in the application stage, 5 have moved to the next process. Staff is currently
working on an emergency project with an AC issue to a manufactured home.
The next report will reflect the new fiscai year and will not list the shaded
properties.
Jane Turner asked if it was standard to commit more than the actual cost.
Mr. Conway stated that a work write up is prepared based on the items that the
homeowner would like to address. There are times when the scope of work will
change during the process and increase the cost. In some cases, homeowners
will upgrade or decide not to complete a certain item. Therefore, the Agency
7
Housing Commission
Minutes July 7, 2010
tries not to exceed the committed amount, given that the loan agreements are
recorded against their property. In the event of any adjustments, they are
typically made at the end of the project.
At this time, Natalie Russo reported that Janet Moore received an award,
honored by the Chamber of Commerce.
Justin McCarthy stated that the Chamber of Commerce annually provides an
award to a City employee that they feel have done a very commendable job
known as the "Award of Excellence" . He noted that this Commission has seen
a lot of the hard work that Janet puts into the housing programs by staying on
top of all the for-sale and affordable housing rental products. He stated that
Janet is a very busy lady and iYs not just numbers, there's a great deal of
human contact that goes into her duties in terms of dealing with people and
challenges they may have. He further noted the award was well deserved and
he was very proud that Janet was honored.
Commission extended their Congratulations to Janet Moore.
IX. NEXT MEETING DATE — September 8, 2010 —(regularly scheduled meeting of
August 1, 2010 was canceled by action of the Housing Commission on June
9 n 2010)
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
Commi ion meeting at 4:15 p.m. to 3:30 p.m., September 8, 2010.
l v 1.
Patty Leon, tecording Secretary
E:3
J. .. .!. _
PALM DESERT REDEVELOPMENT.GE NCf
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETARY(
SUBJECT
SEPTEMBER 9, 2010
HOUSING COMMISSION MINUTES
a
q
m
i
O
0
a
i
r-
tl Z
co z
z
W
i
a
s
0zN
OF—
OW
y
na.
Attached are two (2) Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held September 8, 2010 as follows:
June 9, 2010
July 7, 2010
Please submit to the Housing Authority Board.
Thank you.
cc: John M. Wohlmuth, Executive Director
1 Y HOUSG AUTH
oN /D - r - aOl O
VERIFIED BY:
nriginal on file with City rk's Office
G\rdx\Pauy Leun Housiny CoinmissioiNLscellancous Memos Atoros m Ciry CIerA HCV{pC-Minwes doc
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
JUNE 9, 2010
CALL TO ORDER
Jane Turner, Housing Commission Vice -Chair, convened the meeting at 3:30
p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Wade Tucker
Jane Turner
Also Present:
Richard S. Kelly, Councilmember Liaison
Justin McCarthy, ACM for Redevelopment
Janet Moore, Director of Housing
Jessica Gonzales, Management Analyst
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
Members Absent:
Natalie Russo
A. MINUTES of the Regular Housing Commission meeting of May 12, 2010.
With a Motion made by Commissioner Tucker and seconded by
Commissioner Colombini the minutes of May 12, 2010 were unanimously
approved.
il
Housing Commission
Minutes
V.
A.
B.
L
E
F
REPORTS AND REMARKS
COMMISSION REPORTS
None
June 9, 2010
SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Janet Moore stated that a copy of the Replacement Housing Plan was provided
to the Commission as informational. The property in question of disposition is
located on the corner of Santa Rosa Way and San Pascual. It was determined
that this property cannot be rehabilitated and therefore the Agency is going to
move forvvard to deconstruct in the future. She noted that in order to
deconstruct a property a relocation and replacement housing plan must be in
place to show how the Agency intends to replace those units.
MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for April.
REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for April.
REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
April.
HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
2
Housing Commission
Minutes June 9, 2010
Jane Turner asked if the properties were affected by the power outages.
Mr. Conway stated that the properties were not but will be affected. Southern
Edison Company (SCE) scheduled service outages during the next week and
will affect properties off Santa Rosa Way.
Upon question of the time frames of the outages, Mr. Conway replied that SCE
provided a range of times to those being affected and will most likely take place
in the evenings.
Mr. Tucker commented that there was an unexpected outage at Manor Care
during the day and inquired on the time frames.
Janet Moore stated that SCE will provide a range of time to allow those being
affected plenty of time to plan to be away from their home. She noted that the
City of Palm Desert set up cooling centers for those residents who were
affected on Country Club Drive at the last power outage, the Red Cross was
available as well in the event residents needed to spend the night. Cooling
Centers were not scheduled to open until June 15`h but due to the emergency
situation opened early. SCE is hoping that on planned outages those people
affected should make arrangements not to be home or visit relatives. Nine
cooling centers were mentioned for Palm Desert to include the mall and library.
A press release is scheduled to go out that will include locations and times of
the cooling centers.
Justin McCarthy stated that some facilities such as the mall will be open during
the day only but the City does have the capability to open emergency centers
at night.
VI. NEW BUSINESS
A. HOUSING AUTHORITY PROPERTIES — LAUNDRY SERVICES
A revised draft was distributed to the Commission at the meeting.
Janet Moore stated that the Agency received WEB's proposal today and
therefore a change was made to the staff report to include ten Housing
Authorities properties under this agreement as well as cost comparisons
from the existing contracts to the new proposal. She noted that by
extending a contract for five years with WEB, they have agreed to install
brand new front loading machines and dryers which will maximize water
conservation and reduce energy costs. California Villas and Las Serenas
are in contract with another vendor. At such time as those contracts expire,
3
Housing Commission
Minutes June 9, 2010
they will be reviewed on a case by case basis and possibly be placed on a
month to month term until further review.
Jane Turner asked if the five year contract allowed for additional properties
to be added in the event the Agency acquires a property or will a separate
contract be in place.
Teresa Vakili stated that WEB Company has been very flexible in terms of
adding properties or doing month to month options.
Ms. Turner commented on the difficulties staff had with the laundry
serVices contract at Country Village and expressed she was pleased this
agreement was being done in this manner.
Mrs. Moore mentioned that one of the key components with this particular
provider was that they are willing to not have an automatic renewal clause.
Most providers have an automatic renewal clause and that was the issue
with the provider at Country Village where the Agency has no rights.
Motion was made by Commissioner Turner and seconded by
Commissioner Lewis to forward the recommendation to the Housing
Authority to authorize RPM Company to enter into a modified
agreement with WEB Multi-Family Laundry Systems in order to
provide laundry services to ten Housing Authority Properties.
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report stating there are 26 total HIP
applications, 10 completed, 9 in the application stages, and 6 in construction.
He noted that one property is ready to receive a Notice to Proceed.
At this time, Janet Moore reported that the current landscape contractor, Sierra
Landscape, has indicated that they are not interested in renewing their contract
for another year based on the current contract terms. The landscape contract is
out to bid and should have a recommendation to award a new contract at the
next Housing Commission meeting. The new contract will be effective
September 1, 2010.
Housing Commission
Minutes June 9, 2010
Gene Colombini asked if Sierra Landscape had indicated their reasons for not
renewing their contract.
James Conway stated that Sierra was losing money, approximately $30,000
below where they needed to be. He noted that Sierra has intentions to rebid the
project again.
With regard to the current contract, the Housing Authority has the ability to
withhold monies in the event they don't perform to the level required. A 3-day
notice to perform will be issued to Sierra Landscape within the next few days.
Wade Tucker commented that Sierra does half the work that Liberty used to do.
Mr. Conway replied that a full time irrigator inspects fhe properties on a daily
basis per a requirement of the contract. Weekly reports are provided to staff
that show water usage.
IX. NEXT MEETING DATE
Jane Turner stated that a recommendation is being made to cancel the meeting
of August 11, 2010 due to the City Gouncil's summer schedule.
Mr. Richard Kelly, Councilmember Liaison, reported that the Council will meet
the first meeting in July (July S h) and the second meeting in August (August
26 h).
Janet Moore stated that if the Commission decides to cancel the August
meeting, action items will be brought forward in September. In the event there
is an action item that is time sensitive, a special meeting may be called.
Motiom was made by Commissioner Tucker and seconded by
Commissioner Lewis to cancel the August 11, 2010 meeting; all members
present were in favor.
ADJOURNMENT
Jane Turner, Housing Commission Vice-Chair, adjourned the Housing
Commis ion meeting at 3:50 p.m. to 3:30 p.m., July 7, 2010.
C ( / lX
Patty Leon, Recording Secretary
5
1,l
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETARI.J \
v
DATE
SUBJECT
JUNE 11, 2010
HOUSING COMMISSION MINUTES
0
Attached is the following Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held June 9, 2010:
May 12, 2010
Please submit to the Housing Authority Board.
Thank you.
cc: John M. Wohlmuth, Executive Director
Re e ae i Ir gY NOUSG AUTH 5 -
oN l-4-aoro
VERIFIED BY:
Original on file with City Clerk's Office
w
a
W
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
MAY 12, 2010
CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Wade Tucker
Jane Turner
Also Present:
Justin McCarthy, ACM for Redevelopment
Janet Moore, Director of Housing
Jessica Gonzales, Management Analyst
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
Members Absent:
A. MINUTES of the Regular Housing Commission meeting of April 7, 2010.
With a Motion made by Commissioner Tucker and seconded by
Commissioner Colombini the minutes of April 7, 2010 were unanimously
approved.
1
Housing Commission
Minutes
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
May 12, 2010
Janet Moore provided an update on the Carlos Ortega Villas project stating that
the agreement is in the process of being finalized. She informed the
Commission that Verna Smith (former Commissioner) had been appointed to
the Housing ADHOC Subcommittee as well as Jane Turner. She asked if
another Commissioner would consider volunteering to be appointed to the
Subcommittee; anyone interested was asked to contact Janet Moore.
Jane Turner stated that at the last meeting the Subcommittee reviewed
preliminary design concepts for the Carlos Ortega Villas project. She noted that
the subcommittee consists of staff members and council members that
basically listen to presentations and provide suggestions of which are brought
back to the Commission. The Subcommittee meets on an as needed basis.
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Jessica Gonzales summarized the memo provided to the Commission.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for March.
Teresa Vakili provided a summary of the report stating that of the 1052 units
available 10 are currently vacant; 5 are at Taos Palms.
Janet Moore noted a typo on the Monthly Occupancy Status Report stating that
although the year (2008-2009) is incorrect the information provided is current.
Ms. Vakili stated that the change has been made to reflect the current year
2009-2010).
Natalie Russo asked on the wait list at the properties.
Teresa Vakili stated that most of the wait list applicants range in the very low
and low income levels between 20 and 30%; properties are having a difficult
time getting applications above the 50% income level.
a
Housing Commission
Minutes May 12, 2010
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for March.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monihly Net Operating Income Statements for
March.
Upon question, Teresa Vakili stated that the income limits typically come out in
April but have not been posted yet.
Janet Moore stated that the income limits should only affect the higher rental
rates. She noted that the moderate rental rents will most likely go down.
Gene Colombini referenced the report and asked about the Utility Services
and if there was an increase in cost over the last six months.
Mrs. Moore stated that the utility services have increased but were offset by
reductions with respect trash and recycling. She stated that several analyses
were conducted and changes were made to include re-scheduling of trash
pickups. Water and electricity have increased. Staff is looking into ways to
implement water saving features within the properties.
Mr. Colombini asked if there was a variable that shows three or two years back.
Mrs. Moore replied that the report shows a prior year net operating income at
the bottom of the page but not for the individual categories.
F. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Janet Moore reported that there were two fires recently at the properties one
was at One Quail Place and the other was at Candlewood Apartments. Both
fires are pending an investigation from the Fire Department. There were no
injuries reported; the units that were damaged will be renovated.
3
Housing Commission
Minutes May 12, 2010
Mr. Conway added that there was minor fire damage to the units, there was
water damage to several units caused by the fire sprinklers at One Quail Place.
Staff is looking at appraximately $25,000 in total damages to repair both units
but at the same time we will get two renovated units.
Wade Tucker asked if the properties are insured.
Mr. Conway replied that the properties are under a joint powers agreement self
insurance pool with the City. He stated that the drywall and insulatlon of both
units at One Quail Place will be removed and replaced. In addition, moisture
and humidity tests will be conducted to ensure that when the units are complete
they are in perfect condition.
Mr. Tucker asked if the tenants are required to have insurance.
Mr. Conway replied that the tenants involved in the fires do not have insurance.
Teresa Vakili stated that by iaw tenants are nof required to have additional
insurance; however, staff will recommend and/or suggest to tenants that they
obtain additional insurance for personal property.
Upon question, Mr. Conway stated that those tenants were relocated to a hotel
for a few days and were provided available units within the complex.
Upon question on the percentage of tenants that have insurance, Ms. Vakili
stated it was a very small number and believed it was only 2%.
Mr. Conway stated that the fire unit at Candlewood Apartments was believed
to be caused by a malfunctioning water heater stored outside in a closet.
Natalie Russo referenced the report and asked on the number of times the
pools have been re-plastered.
Mr. Conway replied that the last time the pools were re-plastered was five to six
years ago.
Janet Moore added that in addition to re-plastering the pools, the drains are
being split as additional entrapment prevention.
Mr. Tucker inquired on the power wash of all the AC units at La Rocca Villas.
Mr. Conway stated that the empty lot adjacent to the complex creates a lot of
sand blowing.
VI. NEW BUSINESS
Housing Commission
Minutes
B. TAOS PALMS — NOTICE OF COMPLETION
May 12, 2010
James Conway reviewed the staff report and stated that the work is
complete and acceptable.
Motion was made by Commissioner Turner and seconded by
Commissioner Lewis to forward the recommendation to the Housing
Authority to authorize the City Clerk to file a Notice of Completion for
the project known as Taos Palms Interior Renovation (Contract No.
HA-28750)
VII. CONTINUED BUSINESS
A. HOUSING COMMISSION CHANGE OF MEETING TIME
Consideration was given to the time change by the Commission. Mr.
Richard Kelly, Councilmember Liaison, indicated that the time change was
a request to the Commission. He noted that the new time would allow staff
to put everything away and attend to business before 5:00 p.m.
Gene Colombini asked Janet Moore on staff's time. Mrs. Moore stated that
either time does not impact staff. There have been times when the
Commission adjourned past 5:00 p.m.
Jane Turner commented that the 3:30 pm time works for her.
Natalie Russo commented that she was flexible but would prefer 3:30 p.m.
It was the Commission's consensus to keep the Housing Commission
meetings to 3:30 p.m.
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report; stating that 11 are in the application
stage, 9 are complete, and approximately 14 have been either withdrawn by the
applicant or denied. Given the program's busy activity, the focus is to try to
limit the work to health and safety issues as well as energy upgrades. He noted
5
Housing Commission
Minutes May 12, 2010
that there are renovations acceptable that may help the appearance of the
home.
Natalie Russo inquired on the home located at Kelsey Circle.
Mr. Conway stated that that home is pending turf conversion as part of their
work request on the application. The Landscape Department is in the process
of creating a plan within that development to convert front lawns from turf to a
drought tolerant landscape. He anticipates completion of the plans within the
next two months. The property will remain active on the HIP report to. avoid
closing the file and having the homeowners reapply.
Wade Tucker asked how long the program has been active.
Janet Moore replied that the HIP program has been in effect since 1997.
Upon question if most cities in the area have a similar program, Mrs. Moore
stated that the program originally started as a street beautification program
which is what most cities have as well as a turf retrofit program with no income
restrictions. She noted that staff works with the Code Compliance Department
with regard to homes that have been cited and need financial assistance. Code
officers offer HIP packets to those homeowners in need. The Program is
extremely popular. Homeowners are either hearing about the program from
Code officers, word of mouth or have seen the HIP signs outside homes in
progress. In addition, staff will also publish the program in the City's newsletter
Brightside certain times of the year to allow for AC repairs and leaky roofs.
Because the program has been very busy, homeowners are made aware that
the work might take longer than usual. The program is nearly double its size
since 1997.
Mr. Richard Kelly, Councilmember Liaison, commented that in the past an
organization such as the Marriott Desert Springs and its employees assisted a
family in need. The home was re-landscaped, new paint, roof repairs, etc. in
one day as part of the efforts of the Make a Difference Day.
Mr. Conway also mentioned that most of the interest is coming from
homeowners of manufactured homes. He commented on a home located at
Indian Springs Mobile Home Park where energy upgrades were implemented to
include a new AC. It was noted that there has been 13 manufactured homes
from Indian Springs since the HIP plan was revised in 2007 to allow mobile
home improvements.
Mrs. Moore stated that although the limits for mobile homes are not that high
homeowners are still able to do a lot of upgrades.
Housing Commission
Minutes May 12, 2010
Upon question, Mrs. Moore stated that the program offers different types of
loans such as grants with no interest and low interest loans which range from 1
to 5% interest depending on the income.
Jane Tuner asked if the homeowners had to own the lot to benefit from the
program.
Mrs. Moore stated that depending on the circumstances of the work required,
most renters/homeowners are provided minimal assistance in order to improve
their property. if the property has been designated as real property by the
County Assessor's office there are different options available. If the home was
not assessed as real property (permanently attached) they are limited on the
assistance provided.
At this time, Richard Kelly, Councilmember Liaison, commented that Verna
Smith will be recognized at the Council meeting scheduled tomorrow at 4:00
p.m. Mr. Kelly invited the Commission to attend the meeting as well. Staff will
notify the Commission and Mr. Kelly if Mrs. Smith will actually attend the
meeting. It was noted that Mrs. Smith served as a Housing Commissioner for 3
1/2 years.
Wade Tucker inquired on the term in years that a Commissioner serves.
Mrs. Moore replied that a commission member serves a 4 year term on a
Committee/Commission. If a Commissioner is appointed to an existing
Commissioner's term then he or she will complete the remaining term years
and then may be re-appointed to a 4 year term.
Natalie Russo reminded the Commission that there are two vacancies in the
Housing Commission.
IX. NEXT MEETING DATE — June 9, 2010
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
Commissio meeting at 4:04 p.m. to 3:30 p.m., June 7, 2010.
T UA.V C U V J
Patty Leon, R cording Secretary
7
4 '1
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING.SECRETARIi I 1'
J
DATE: MAY 13, 2010
SUBJECT: HOUSING COMMISSION MINUTES
Attached is the following Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held May 12, 2010:
April 7, 2010
Please submit to the Housing Authority Board
Thank you.
cc: John M. Wohlmuth, Executive Director
9
G
ece ecP I
d `' gY HOUSG AUTH
on 5 - - o'ta ( ,
VERIFIED BY•
Ori inai on file with Ci. ,-„_,:..... 9 .
CITY OF PALM DESERT
AJOURNED REGULAR
HOUSING COMMISSION MEETING
MINUTES
APRIL 7, 2010
I. CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:00 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Wade Tucker
Jane Turner
Also Present:
Justin McCarthy, ACM for Redevelopment
Jessica Gonzales, Management Analyst
James Conway, Project Coordinator
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
Cathy Walker, Senior Management Analyst
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
Members Absent:
Verna Smith
A. MINUTES of the Regular Housing Commission meeting of March 10, 2010.
With a Motion made by Commissioner Tucker and seconded by
Commissioner Lewis the minutes of March 10, 2010 were unanimously
approved.
1
Housing Commission
Minutes
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
APRIL 7, 2010
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Jessica Gonzales summarized the memo provided to the Commission.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekiy
Activity Statistics for February.
Teresa Vakili provided a summary of the report stating that 3 of the 6 senior
communities are 100% occupied with only two available. Multi-family
apartments have 2% availability; 9 units are from the Taos Palms renovation
project.
Natalie Russo stated that February seemed like a slow month in terms of the
number of traffic qualified.
Ms. Vakili stated that November thru February is typically slow; people start
looking for availability again at the end of the school year.
Wade Tucker inquired if the two tenants at Sagecrest Apartments had
relocated.
Ms. Vakili stated that the existing tenants were given a 90-day notice.
Upon question, Ms. Vakili reported that the income limits have not been
provided by the Department of Housing and Community Development (HCD)
and are expected this month.
Natalie Russo referenced the report and asked on the tenants that moved out
without proper notice.
Ms. Vakili stated that typically tenants provide a 30-day notice; however some
tenants that either lost their jobs move without notice and/or move with family
members due to health reasons. The $300 security deposit is used for the
condition of the unit upon move-out.
2
Housing Commission
Minutes APRIL 7, 2010
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
E.
F
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for February.
REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
February.
Wade Tucker inquired
moderate percentages
explain the report.
on the income categories for the very low, low and
and asked to meet with an RPM representative to
Teresa Vakili stated that the percentages shown on the report are based on the
income'limits provided by HCD. Rents are set at 5% increments depending on
income. She noted that the report shows the number of tenants at each income
level. She offered to meet with Mr. Tucker to further explain the report.
HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
A grammatical correction was noted on page 2 of the report to the word
handicap.
Gene Colombini inquired on the high number of service requests at One Quail
Place.
Teresa Vakili stated that most service calls at One Quail Place are mainly to
switch AC units from heat to cold and are typically done twice a year due to
season changes; filters are replaced at that time as well.
Mr. Conway stated that One Quail Place is one of the largest properties.
Besides switching the AC units, most service calls are minor such as garbage
disposals not working and are addressed fairly quickly by the onsite
maintenance staff.
3
Housing Commission
Minutes APRIL 7, 2010
Mr. Colombini asked if the exterior features of the units were conditioned to
include roof drains, asphalts, etc.
Mr. Conway repiied that those items are addressed as part of the capital
projects. He noted that roof drains are cleaned before rain, roofing and pool
repairs are completed before summer, as well as asphalts are done early.
VI. NEW BUSINESS
A. HOUSING COMMISSION CHANGE OF MEETING TIME
The Commission reviewed the memo provided by Janet Moore regarding
the request to change the meeting times from 3:30 pm to 3:00 p.m.
Wade Tucker asked if there was a reason to change the time
permanently.
Natalie Russo stated that this request was made by Mr. Richard Kelly but
would be the discretion of the Commission if the time change works for all
members.
Jane Turner stated that she was not interested in making a motion to
change the time to 3:00 p.m.
Justin McCarthy suggested continuing this item to the next scheduled
meeting to allow Mr. Kelly to present his interest or concerns.
Rec: By Minute Motion:
With all members of the Commission in concurrence this item was
continued to the next scheduled Housing Commission meeting for
further review; the next meeting will remain at its regularly scheduled
time of 3:30 p.m. until further action.
B. CARLOS ORTEGA VILLAS — AWARD OF CONTRACT
Cathy Walker, Senior Management Analyst reviewed the staff report and
stated that the Housing ADHOC Subcommittee as well as City and Agency
staff interviewed four firms that were on the list of Request For Proposals
RFP) responses. Interactive Design was selected and therefore staff is
requesting a recommendation to allow negotiations and finalize the
professional service agreement for Carlos Ortega Villas.
Housing Commission
Minutes APRIL 7, 2010
As previously mentioned at the last meeting, the first architect selected had
an issue with the indemnification clause. The four firms invited to interview
were required to sign an affirmation that states that their proposal
submitted during the RFP process would stay substantially as to form and
that they understood all the provisions, conditions and terms stated in the
agreement. All four firms signed the affirmation and interactive Design
indicated that they had no issues with the provisions in the agreement.
Wade Tucker asked if this item was put out for bid.
Ms. Walker stated that because this request is for professional services a
bid process (lowest to highest) is not required; however a request for
proposal (RFP) process was instead prepared. As part of the RFP, staff
requested that a cost be included in the proposal. The proposal was then
evaluated in a point value system based on a criteria list; a matrix was
developed in excel to track the points.
Upon question, Ms. Walker stated that Interactive Design's cost is in line
with the median cost of all 31 proposals received and in fact was lower
than KTGY's cost.
Justin McCarthy stated that originally the Agency had a proposal for
approximately 1.4 million to do this project but by going through the RFP
process the proposals received from the 31 firms ranged from $700,000 to
900,000.
Gene Colombini inquired as to the persons/professionals that checked the
RFP to make sure it was all inclusive.
Ms. Walker stated that staff worked closely with the City Attorney, Best
Best and Krieger (BBK), and developed an RFP with close
recommendations by them.
Mr. Colombini stated that the attorney will take care of the legal aspect and
asked who checked the RFP from the professional end of it.
Ms. Walker stated that a preliminary design was provided by a contracted
firm during Phase I of the project. From that preliminary design staff was
able to develop a comprehensive RFP which was utilized to moveafonvard
to the next phase.
Mr. McCarthy stated that legal participation was not just reviewing from the
legal aspect. BB&K is staffed with a former construction manager with a
degree in structural engineering who manages these types of specific
contracts throughout Southern California. He noted that staff had a great
deal of technical expertise involved in the preparation of the RFP. In
Housing Commission
Minutes APRIL 7, 2010
addition, he noted that Agency staff has former construction managers. He
further noted that the agreement has a more stringent liability and
indemnification language than a lot of other agreements and therefore
required the subsequent interviewees to attest that that language was
acceptable.
Ms. Walker stated that the RFP was compared with the American Institute
of Architects (AIA) contracts to ensure the Agency is in compliance as well
as the architect.
Mr. Colombini inquired on the point system with regard to a Palm Springs
firm versus an Irvine firm.
Ms. Walker stated that the excel spreadsheet was very comprehensive and
one of the many items for the point system included local.
Jane Turner questioned the contents listed on the staff report and asked if
those items are only for City Council's review.
Ms. Walker stated that the proposal and affirmation were cumbersome and
therefore were not attached to the Commission's agenda packet. She
noted that she would be more than happy to bring those items back to the
Commission.
Rec: By Minute Motion:
Motion was made by Commissioner Turner and seconded by
Commissioner Lewis to forward the recommendation to the Housing
Authority to authorize to negotiate and finalize a Professional
Services Agreement with Interactive Design Inc. for architectural
services for Carlos Ortega Villas.
As previously requested at the last meeting a list of the 31 firms who
responded to the RFP were provided to the Commission for review.
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. HOUSING PRODUCTION BY CATEGORY
As previously requested at the last meeting, a summary of the Housing
Production by Category was provided to the Commission for review.
C
Housing Commission
Minutes APRIL 7, 2010
Upon question, Jessica Gonzales stated that the P's and A's shown to the left
of several rental properties represent approved but not yet produced properties.
Jane Turner asked on the covenant years for the density bonus properties.
Mrs. Gonzales replied that most rental properties are required a 55 year
covenant with the City.
Justin McCarthy stated that some of the properties listed under the Projects
with Other Low /Mod Assistance category were developed many years ago and
may have shorter periods of affordability. Sevilla Apartments was believed to
have 5 years left on their affordability. He noted that staff had discussions with
Sevilla with regard to a negotiation of an extension with an understanding of
some level of compensation to continue their affordability covenant for a longer
period of time.
Mrs. Gonzales mentioned that there are smaller properties whose covenants
expired.
Ms. Turner inquired on a property located at Portola Palms Mobilehome Park
PPMHP) and asked if the Agency still owned that property.
Mrs. Gonzales replied that the Agency still owns that property located in
PPMHP. She noted that the summary shows those properties that have been
covenant with individual homeowners such as Desert Rose and Falcon Crest.
Although some of the PPMHP homeowners have paid off their loans, they are
required to maintain their property as an affordable home.
B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided,to the
Commission for review.
James Conway summarized the report; stating that 10 are in the application
stage, 4 are nearing completion, and 3 are in the construction phase.
Wade Tucker asked on the maximum number of projects allowed.
Mr. Conway stated that in the past the goal was 24 projects which were not
always achieved. However, the program now very well exceeds that number
mainly due to the economy.
Mr. Tucker asked if the Agency was making money from this program or
breaking even.
7
Housing Commission
Minutes APRIL 7, 2010
Justin McCarthy stated that the Agency makes no money on these programs;
these are either financed grants or forgivable loans or deferred loans. The
program is exclusively for homeowners that are moderate income or below.
C. TAOS PALMS RENOVATION UPDATE
James Conway reported that Taos Pa ms Phase II is now complete. As
previewed during the tour, staff is very pleased with the contractor and the final
prod uct.
At this time, Natalie Russo reported on Mr. Wade Tucker's
N appearance that aired Sunday night. A copy of KESQ related story was
provided to the Commission as informational. Mr. Tucker provided a brief
explanation of the incident stating that a woman fell in her unit at Las Serenas
due to the earthquake that struck on Sunday afternoon; Mr. Tucker was able to
provide assistance to the resident.
Mrs. Russo commented that it clearly shows in these communities how much of
a team and a family watch over each other.
Mrs. Russo reported that a letter of resignation was received from Mrs. Verna
Smith. A copy of the letter was provided to the Commission. Ms. Russo asked
the Commission if they know of someone interested in applying to this
Commission to please let them know the City's information. Mrs. Smith's letter
will be forwarded to the Housing Authority for acceptance.
IX. NEXT MEETING DATE — May 12, 2010
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
ommis ion meeting at 3:40 p.m. to 3:30 p.m., May 12, 2010.
Patty Leon, 2ecording Secretary
E:
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFICE MEMORANDUM
T0: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETAR
DATE: APRIL 12, 2010
SUBJECT: HOUSING COMMISSION MINUTES
Attached is the following Housing Commission Meeting Minutes approved at the adjourned
Housing Commission meeting held April 7, 2010:
March 10. 2010
J
V
Please submit to the Housing Authority Board. U y
Thank you. BY H
cc: John M. Wohlmuth, Executive Director
OUSG AUTH
ON ' d • c20/O 'I
VERIFIED BY:
Original on file with City Clerk's Offir,.
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
MARCH 10, 2010
I. CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Wade Tucker
Jane Turner
Also Present:
Richard S. Kelly, Councilmember Liaison
Janet Moore, Director of Housing
James Conway, Project Coordinator
Jessica Gonzales, Management Analyst
Patty Leon, Recording Secretary
Guest(s):
Teresa Vakili, RPM Company
Cathy Walker, Senior Management Analyst
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
Members Absent:
Verna Smith
A. MINUTES of the Regular Housing Commission meeting of February 10, 2010.
With a Motion made by Commissioner Tucker and seconded by
Commissioner Lewis the minutes of February 10, 2010 were unanimously
approved with Commissioner Turner abstaining.
1
Housing Commission
Minutes
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
MARCH 10, 2010
Information on the Ethics Training was distributed to the Commission. Janet
Moore stated that the training is mandatory every 2 years with a minimum of 2
hours of training is required. The training is available both online and a live
session hosted by the City of Cathedral City on April 13 h; reservations must be
made with City Clerk, Rachelle Klassen. A certificate is available upon
completion of an online course and must be provided to the City Clerk as proof
of completion.
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Jessica Gonzales summarized the memo provided to the Commission.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for January.
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Month y Occupancy and Average Rent
Statement for January.
Teresa Vakili commented that she is looking forward to seeing everyone on the
upcoming tour.
Jane Turner asked on the rental rate changes that will affect the market rental
rates.
Janet Moore stated that a market rent survey has been completed. Staff is
working on adjusting the actual rents that were established based on the survey
to include utility allowances. Those adjusted rental rates will be provided to
RPM for implementation in July of 2010. She noted that the rents did go down
and are considered reasonable; a two bedroom two bath at One Quail Place is
in the low $800 range.
Ms. Turner asked if the Commission would be reviewing those adjustments
before going into affect.
a
Housing Commission
Minutes MARCH 10, 2010
Mrs. Moore stated that those adjustments do not require an action from the
Authority Board. However, a copy will be provided to the Housing Commission
as informational once those adjustments have been made.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
January.
Wade Tucker asked if there were any changes to the report.
Teresa Vakili stated that the properties are having a difficult time leasing over
the 55% income level due to the decrease in incomes as well as other
competing conventional properties lowering their rates.
Mr. Tucker commented that there has been a significant number of turnovers at
Las Serenas and wondered if tenants are looking at other cities. He
commented that he has noticed some tenants move out for 5 months and then
move back in.
Mrs. Vakili stated that tenants are either moving back with family or heaithcare
facilities and in most cases those tenants come back to Las Serenas because
they like it there.
Mr. Tucker asked if tenants were able to move out in the middle of their lease
without a penalty; Mrs. Vakili replied typically no but it would depend on the
circumstance.
Jane Turner commented that she had noticed an article about Housing in the
Desert Sun Newspaper. She requested a list of the housing units for the
Commission; Mrs. Moore responded that a report will be provided to the
Commission for review at the next meeting.
F. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Wade Tucker inquired about power washing and asked if the parking areas
were included.
James Conway stated that there are special nozzles placed on pressure
washers that can be used on asphalt.
3
Housing Commission
Minutes MARCH 10, 2010
Mr. Tucker inquired if oil leaking from cars can be powered washed as well.
Mr. Conway stated that oil saturates into the asphalt and power washing alone
will not remove it. The process involves scraping the oil that has saturated into
the asphalt to free up alI the loose materials and then go through a burning
process to open up pores to receive the new product. A company was
contracted to complete this process at both Las Serenas and One Quail Place.
Currently staff is addressing striping errors, slurry issues, crack repairs with the
contractor and anticipates completion of those issues within a week.
Mr. Tucker commented on the performance of the contracted workers during
the process.
Mr. Conway stated that payment is due upon satisfaction of completion.
Gene Colombini inquired on how often this process is being applied at the
properties.
Mr. Conway stated that a typical slurring process is addressed every five years
depending on the water runoffs, standing water, etc. Las Serenas had a lot of
water issues and standing water that deteriorated the asphalt and therefore
was done after three years. An irrigatiori specialist is assessing the water
issues.
Upon question, Mr. Conway stated that the total cost for this process was
approximately $6,200 that included striping, slurring, crack filling etc.
Natalie Russo inquired on the removal of the old satellite dishes at Sagecrest
and asked if regular cable services are offered to the tenants.
Mr. Conway stated that the tenants have cable fees but are allowed to install
satellite dishes with authorization and restrictions on installation methods as
well as location.
Jessica Gonzales reminded the Commission that Sagecrest is in the process of
a Relocation Plan; the property is almost vacant with only two tenants
remaining.
VI. NEW BUSINESS
A. CARLOS ORTEGA VILLAS
Rec: By Minute Motion:
C!
Housing Commission
Minutes MARCH 10, 2010
Motion was made by Commissioner Turner and seconded by
Commissioner Lewis to forward the recommendation to the Housing
Authority to authorize to cease negotiations with KTGY Group, Inc.,
for architectural services for the Carlos Ortega Villas
Cathy Walker, Senior Management Analyst reviewed the staff report,
stating that KTGY was chosen to enter into negotiations for architectural
services for the Carlos Ortega Villas. However, KTGY formally declined
the contract due to issues with the professional services agreement which
was made part of the request for proposal (RFP) package. KTGY
requested an amendment to the agreement but was denied. We are
requesting that those negotiations cease and consider the next grouping
of qualified applicants that were part of the original interview process.
Upon question, Mrs. Walker stated that there is an indemnification
provision in the agreement that protects the City and the Agency in the
event of litigation of which KTGY felt it was too onerous of a provision. The
contract language was provided by the City's Attorney and is considered
standard in the professional services agreements. She noted that other
architectural firms in current City projects have no problem with the
language.
Gene Colombini asked if a list of the other bidders may be provided to the
Commission for review.
Mrs. Moore stated that the RFP process is not based on the lowest
proposal but is actually a negotiated contract. Staff will provide a list of the
firms that submitted a response to the RFP. She noted that until a contract
is awarded anything else that we have is still considered part of the
negotiations.
Upon question if the Agency and/or City have used KTGY services before,
Mrs. Walker stated that KTGY was the architectural firm that provided the
final design for Falcon Crest; however they were not contracted with the
City, they were contracted with the developer.
Mr. Colombini commented that insurance companies have made a lot of
changes in the industry relative to professional services in terms of liability
making it more complex.
B. 2010-2011 BUDGET
Rec: By Minute Motion:
5
Housing Commission
Minutes MARCH 10, 2010
Motion was made by Commissioner Turner and seconded by
Commissioner Colombini to forward the recommendation to the
Finance Director to include the 2010-2011 Palm Desert Authority
Operating, Capital and Replacement Budgets into the City of Palm
Desert's Comprehensive Financial Plan for 2000-2011 to be
presented to the Housing Authority Board for approval at a future
meeting.
Mrs. Moore stated that she met with Teresa Vakili to discuss a plan in
terms of items that are necessary to keep the properties in good working
order as well as items that are in the process such as a three or five year
maintenance schedule in addition to eminent items.
Adjustments were made to the rent revenue due to the reduction in rents
since most tenants' incomes went down as well as the rental rates. She
noted that the rental rates only affect the highest rents since those rents
are calculated on a percentage basis based on the County's median
income. Consideration was given to items that are absolutely necessary
and/or need to be done as well as those items that can be delayed.
Given the reduction in revenue, staff made every effort to reduce the
ezpenses as well. The properties revenue projections are down by
approximately $400,000, due to reductions and a decrease to the
expenses of approximately $260,000. Some of those items were
recognized by savings achieved through trash and water, given that
water cost has gone up. Staff is looking at ways to reduce water waste
and is looking into replacing washing machines to front loaders which are
water efficient. She noted that the properties are expected to still make a
profit about $400,000 before capital or replacement expenses.
Deferred maintenance is expected to be about $445,000. Staff has been
working on renovating units that are in disrepair such as the cabinets and
doors. In addition, staff is also looking at ways to be more efficient and
configure the kitchen cabinets. Mrs. Moore stated that the tour packet will
include the number of units that have been renovated for that particular
complex. If the complex is new it will state new, if the entire units were
renovated such as California Villas then it will show 141 units. Unit
renovations have to be budgeted for. During the tour, a unit with a
configuration change will be available for viewing at Las Serenas.
Jane Turner referenced the Gardening Expenses and asked on the 5%
increase.
Mrs. Moore stated that the current landscape contract will expire in
September. In the event the contractor decides to extend his contract, he
is eligible for an adjustment based on the current contract and therefore
Housing Commission
Minutes MARCH 10, 2010
an amount was added to make that adjustment. A percentage amount
has not been determined and is unknown on whether it will be 5%. If the
contractor agrees not to extend the landscape contract then staff will go
out to bid and may increase by more than 5%.
Ms. Turner asked if the 20°/o Routine Extras for Gardening Expenses is
on top of the existing contract.
Mrs. Moore replied that the 20% is above the base contract to replace
sprinklers, plants, etc. She noted that those routine extras have been
averaging 20% for the last several years.
California Villas did not show the 20% Routine Extras on the Budget
Assumption; staff will add the change to show the 20% routine extras.
Ms. Turner commented on the usage of water and based on an audit by
Coachella Valley Water District (CVWD) found that most landscape is
being ovenvatered. She felt that consideration should be given to the
usage of water in the landscape.
Mrs. Moore stated that the City's Landscape Inspector, Sheila McGrew,
monitors the irrigation controllers and their usage of water at the Housing
Authority properties. The landscape company sets the controllers but Ms.
McGrew ensures that they are within the water standards for certain
types of plants. Although, Ms. McGrew already monitors the usage, the
Landscape Department is welcome to coordinate an inspection from
CVWD for further input.
Teresa Vakili added that the time schedules on some of the controllers
have been reduced on several properties and have monitored those plant
materials affected by the reduction of water.
James Conway stated that as part of the landscape contract there is a full
time dedicated irrigation specialist to ensure times are appropriate to
include soil probing inspections. A weekly irrigation report by property is
provided to the Landscape Inspector to include the number of sprinklers
that were replaced and/or if minutes were reduced from the controllers.
Mrs. Moore stated that the Landscape Department, primarily Sheila
McGrew and Randy Chavez, Senior Landscape Inspector, are always
looking for ways to assist us and recently researched a new sprinkler
head that is extremely accurate and down the line of a turf ending. The
new sprinklers are being tested in certain places to make sure water is on
the grass and not on the concrete. The. sprinklers are costly but very
efficient in terms of savings. There will be an analysis to determine what
7
Housing Commission
Minutes MARCH 10, 2010
the cost will be to install the new sprinklers versus the overall savings in
the long run.
Mr. Conway added that the tour packet will also include information on
water usage per property for both domestic water and landscaping. The
ratings will either show excellent for domestic water and efficient for
irrigation which is the best category (tier 2) for landscape.
Upon question of turf changes, Mr. Conway stated that there are
properties that have turf in usable areas that tenants can utilize. Taos
Palms had some areas with small amounts of turf and through the
construction efforts were damaged, rather than bringing the turf back
those areas were converted to decomposed granite.
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report; stating that 9 projects have been
completed; 10 in the application stage, 3 in the construction process; and 14
were either denied or withdrawn.
Mr. Conway stated that staff continues their efforts to implement energy
savings and water conservation through the HIP program. Staff works with the
Energy Department to make sure we achieve all rebates and other eligible
opportunities available from different sources.
Jane Turner questioned the projects that are under budget.
Mr. Conway stated that staff is being critical on approving excessive work that
does not pertain to health and safety issues.
B. TAOS PALMS RENOVATION UPDATE
James Conway reported that Taos Palms will be one of the stops during the
tour to view a renovated unit. He noted that the units are much more usable as
well as energy efficient and water conservation in mind. There are minor punch
E
Housing Commission
Minutes MARCH 10, 2010
list items to review with the contractor on Phase II prior to issuing a Notice of
Completion. Several of the units from Phase I have been leased.
Janet Moore added that the renovations at Taos Palms has made the property
more sought after.
IX. NEXT MEETING DATE — April 7, 2010
Mr. Richard Kelly, Councilmember Liaison, asked if there would be a problem
changing the meeting time of 3:30 pm to 3:00 pm as a permanent time.
Janet Moore stated she believes that a resolution establishes the meeting date
and was uncertain if the time was established as well. If a Council action is
required, a report will be prepared and brought to the Commission for review.
She stated that the time change for a specific meeting is at the discretion of the
Commission by taking a vote. If the Commission decides to change the time
permanently it may be formalized at the next meeting, depending on the
resolution established.
Upon question if the time change would affect the public, Mrs. Moore noted the
Housing Commission meetings are noticed 72 hours prior to the meetings to
allow the public to attend.
Motion was made by Commissioner Tucker and seconded by
Commissioner Lewis to change the next meeting of April 7 h, 2010 to 3:00
pm. Staff to review resolution for consideration of a permanent change
and bring back report at the next meeting.
Natalie Russo reminded the Commission of the Housing Tour March 18, 2010.
The Housing Commission, Planning Commission, and the Council Members
will be attending the tour as well as Lt. Andy Shouse and Deputy Ellis, Crime
Prevention Officer.
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
Commi sion meeting at 4:16 p.m. to 3:00 p.m., April 7, 2010.
Patty Leon Recording Secretary
E
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETARY` I
I ,
DATE
SUBJECT
MARCH 11, 2010
HOUSING COMMISSION MINUTES
Attached is the following Housing Commission Meeting Minutes approved at the Housing
Commission meeting held March 10, 2010:
February 10, 2010
Please submit to the Housing Authority Board.
Thank you.
cc: John M. Wohlmuth, Executive Director
R'L BY HOUSG AUTH (,5 0
ON " -O/ l
VERIFIED BY:_QK //
J -
Original on file with City Clerk's Office
w
0
00
W
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
FEBRUARY 10, 2010
I. CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Verna Smith
Wade Tucker
Also Present:
Richard S. Kelly, Councilmember Liaison
Janet Moore, Director of Housing
James Conway, Project Coordinator
Jessica Gonzales, Management Analyst
Patty Leon, Recording Secretary
Guest(s):
Dave Erwin, City Attorney
Teresa Vakili, RPM Company
Spencer Knight, Landscape Manager
Cathy Walker, Senior Management Analyst
III. ORAL COMMUNICATIONS
IV. CONSENT CALENDAR
Members Absent:
Jane Turner
A. MINUTES of the Regular Housing Commission meeting of January 13, 2010.
With a Motion made by Commissianer Tucker and seconded by
Commissioner Lewis the minutes of January 13, 2010 were unanimously
approved with Commissioner Smith abstaining.
1
Housing Commission
Minutes
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
FEBRUARY 10. 2010
A memo from the District Attorney regarding the Brown Act was provided to the
Housing Commission as informational.
Dave Erwin, City Attorney, reported on the amendments made to the Brown Act
effective January 1, 2010. He stated that the changes were not substantial; the
words video and tape player were removed and replaced with audio or video
recording with the exception of Section 54960, only the word audio was
included. He reminded the Commission of the regulations of the Brown Act
and advised that all meetings shall be open to the public. He stated that the
amendment effective January 1, 2009, made it easier to show a violation of the
Brown Act. Prior to that time, a violation of the Brown Act did not occur until a
majority of a body came to a conclusion. The amendment states that it can just ,
be the proceedings and does not require a conclusion to be a violation of the
Brown Act. He provided an example and stated that if four members engage in
a discussion within the subject matter jurisdiction, they are in violation of the
Brown Act. He further noted that email has become a real problem. He stated
that if a member sends an email to all members referencing a subject matter
and one member replies to all with comments it is a potential violation. He
advised the Commission not to use email with regard to any items within the
subject matter as it can be very dangerous. In the event a member sends an
email to another member they need to make sure the rest of the members are
blind copied; two members discussing the subject matter are not in violation.
Upon question, Mr. Erwin stated that State Legislature are not subject to the
Brown Act.
Natalie Russo addressed Mr. Gene Colombini and asked if he had any
questions with regard to the Brown Act being that he is a new member.
Gene Colombini stated that he had no questions at this time. A brochure with
regard to the Brown Act will be provided to Mr. Colombini.
Mr. Erwin stated that if the Commission has any questions he may be
contacted by phone at any time.
Verna Smith commented on the annual housing tour and how all members are
in one place at one time.
Housing Commission
Minutes FEBRUARY 10, 2010
Mr. Erwin noted that those tours are noticed and made aware to the press. He
cautioned the Commission to avoid secluded conversations amongst each
other during City events such as the tours.
Janet Moore stated that she attends the tours as well as a staff member from
the City Clerk's Department in the event three or more council members attend
and a subject matter is discussed.
Mrs. Moore also noted that in the event there is a concern or question, staff is
available at any time and may reach Mr. Erwin on their behalf if need be.
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY„ AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Jessica Gonzales summarized the memo provided to the Commission.
A copy of the Relocation Plan for the property located at 73775 Santa Rosa
Way known as Sagecrest Apartments was provided to the Commission as
informational.
Mrs. Gonzales referenced the Relocation Plan, stating that anytime the Agency
intends to redevelop a property that is occupied and plans to displace tenants,
a Relocation Plan must be approved by the Agency Board.
Natalie Russo asked if the tenants from this property received a copy of the
Relocation Plan.
Mrs. Gonzales stated that prior to the Agency requesting approval, the plan
was noticed for 30 days and those tenants were provided a copy of the plan via
certified mail and hand delivered as well. Upon question, she stated that thls
item is being forwarded to the City Council for recommendation at its February
25th meeting.
Wade Tucker asked if the other cities had a similar plan in effect.
Mrs. Gonzales replied that Redevelopment Law requires Agencies that plan to
redevelop a property and intends to relocate the existing tenants to adopt this
type of relocation plan.
Janet Moore stated that the Relocation Plan will allow the Agency to assist in
the relocation process of those displaced tenants who were determined to be
low or moderate income.
In addition, she noted that the Relocation Plan is a component of the
Replacement Housing Plan which identifies units that will be used as
3
Housing Commission
Minutes FEBRUARY 10, 2010
replacement units. Those replacement units cannot be counted as production
or as an inclusionary requirement for redevelopment. A Relocation Plan for
Country Village was reviewed by this Commission in 2009 for those units that
were demolished.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for December.
Natalie Russo referenced the Monthly Occupancy Status Report and
commented that the multi-family units only show 1 down unit.
Teresa Vakili stated that the unit is in the process of being renovated.
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for December.
Natalie Russo asked why La Rocca Villas' "Total Very Low" percentage was
lower than the other properties.
Teresa Vakili stated that La Rocca Villas has 27 units; the complex is a senior
community with very low and low incomes.
Janet Moore stated that La Rocca Villas allocation of affordable units is 13 very
low and 14 low. However, the senior properties have very few tenants that are
over 50% of the area median income. The Housing Authority will give RPM
Company a breakdown of the income levels allocated and they are to do their
best to rent units at those levels. In the event they can't rent them at the
required level, they have to go down to a lower income level since they cannot
go higher.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
December.
Wade Tucker commented on La Rocca Villas' net operating income.
Janet Moore stated that staff is working on an issue with regard to the solar
panels at La Rocca Villas. Some of the challenges with respect to the solar
0
Housing Commission
Minutes FEBRUARY 10. 2010
panels have been shading from the surrounding trees. When the solar panels
have shade they automatically shut off the system and go directly to electricity.
The Landscape Department did assess this situation and some trees will be
removed to maximize the solar panels. One issue to consider is if the tree was
there before the solar panels than the tree will stay. Southern California Edison
requires that a Net Metering Agreement be signed which allows for a 12 month
period to use the energy created. The bills are issued annually and they have
been varying from $400 to $1000. The Housing Authority opted to pay for the
utilities in lieu of giving the tenants an allowance for utility since it is only billed
once a year. In addition, lighting with motion switches were installed in the
common areas that are activated only as needed; a$900 savings last year.
Staff is working on getting lighting with motion switches installed at the other
properties as weil.
Wade Tucker asked if tenants at La Rocca Villas can apply for pubiic utility
programs due to their income.
Mrs. Moore replied that since the Authority is paying for the utility services,
those tenants do not qualify for those types of programs.
G. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report.
Donna Lewis referenced One Quaii Place and asked if a french drain was
different than a regular drain system.
Mr. Conway stated that a french drain is a way to get standing water off the
walkways and into a draining system. Most drain systems are installed with a
55 gallon barrel in the ground filled with several feet of rock allowing all of the
nuisance water into the drain and percolate back into the earth. Others systems
use drain pipes.
Natalie Russo asked how often the parking lots are restriped.
Mr. Conway stated that this process is done on an annual basis, depending on
the condition of the property.
Gene Colombini asked on the cost of paint and commented on a Cal Trans
approved paint which last longer than regular paint.
5
Housing Commission
Minutes FEBRUARY 10, 2010
Mr. Conway stated that the City has equipment in-house that can do this type of
work. Staff is trying to save money by utilizing the maintenance staff for
projects such as restriping, slurring, and concrete repairs that have been
outsourced in the past.
Wade Tucker commented on how every unit at One Quail Place had a fire
extinguisher. Mr. Conway replied that the service to upkeep the fire
extinguishers annually were costly and therefore, fire extinguishers will be kept
in common areas instead of every unit.
VI. NEW BUSINESS
A. Citywide Palm Tree Pruning Program
Rec: By Minute Motion:
Motion was made by Commissioner Smith and seconded by
Commissioner Colombini to forward the recommendation to the
Housing Authority to award Contract Number C29350 for the
Citywide Palm Tree Pruning Program to Liberty Landscaping, Inc.,
for the Housing Authority in the amount of $8,208.00 plus 10%
contingency
Action:
B. Citywide Tree Pruning Program
Rec: By Minute Motion:
Motion was made by Commissioner Smith and seconded by
Commissioner Lewis to forward the recommendation to the Housing
Authority to award Contract Number C29340 for the Citywide Tree
Pruning Program to Tree Rite for the Housing Authority in the
amount of $7,080.00 plus 10% contingency
Spencer Knight stated that the annual Tree and Palm Tree Pruning Program
was exceptionally beneficial this year with regard to bidding. There was a lot of
interest and the prices were down considerable from past years. This year the
Palm Tree Pruning Program will include the Housing Authority properties
which were not included in the past years due to the nature of the Housing
Authority properties and the growth habits of palm trees. The tree pruning
0
Housing Commission
Minutes FEBRUARY 10, 2010
program scaled back from pruning only those trees in need, stating that staff is
doing the best they can to reduce cost.
Gene Colombini questioned the disparity between the low and high bid prices.
Mr. Knight stated that a number of companies submitted bids that are based
outside the Coachella Valley which palm trees typically go for twice the unit
price than this area. The companies that work in the valley are competitive and
do their best to make sure they are in line with the other companies.
Mr. Colombini asked if one company has considered bidding both pruning jobs
as a better cost factor for them and better opportunity for the City.
Mr. Knight stated that Andy's Landscape and Tree Company has been very
competitive over the past years and will consistently bid lower that most
landscape companies in the area will not compete against them. Most
companies prefer to prune the broad leaf trees than the palm trees because it
takes a different type of skill.
Mr. Richard Kelly, Councilmember Liaison, added that for this reason most
companies bid separately since most companies are experts at pruning palm
trees while others specialize in regular trees. He noted that the big savings is
to bid separately.
Mr. Knight stated that Tree Rite has pruned our trees consistently over the
past years and, have done an excellent job and they are very familiar with the
area.
With regard to Liberty Landscape, Mr. Knight stated that they have not done a
tree contract with the City, but will be monitored by his department.
Mr. Tucker commented that Sierra Landscape Company is doing a iot of
landscape detail that Liberty never did at Las Serenas and asked if they are
paid extra.
Teresa Vakili replied that Sierra's landscape maintenance is done by direction
as part of their contract.
At this time, Mr. Kelly excused himself from the meeting to attend another
meeting.
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
7
Housing Commission
Minutes
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
FEBRUARY 10, 2010
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report; stating that since last week there were
9 additional applications received. Currently there are 4 projects that are
scheduled for completion and 5 are in the application stage.
Mr. Conway referenced the Desert Rose home and stated that this home is on
hold, staff is working with the Landscape Department to create a drought
tolerant landscape plan for the properties within Desert Rose.
Wade Tucker asked if any of the properties have had mold issues such as the
Desert Rose home.
Janet Moore stated that there have been mold issues but are lower incidents
because of the dry climate. In this particular case at Desert Rose, an ill repair to
an air conditioning unit caused water to leak into a common wall. The Agency
was instrumental in assisting the homeowner with the mold issue.
Mr. Conway added that in most cases mold issues are neglected. He noted that
the Housing Authority properties have a 24-hour turn around response to
repairs, however in home ownership the situation is different. The homeowner
was not aware of the mold issue which turned into a much bigger problem. Mrs.
Moore provided an example of a mold issue at a rental unit that caused
significant damage to the unit.
Donna Lewis asked if the HIP poster located next to the exit door in the North
Wing Conference Room was used to publicize the program or if it was in place
already.
Mr. Conway stated that HIP signs are posted at homes through the construction
efforts as well as 60 to 90 days after the completion of the project. He noted
that 40% of the program's interest is by word of mouth.
Mrs. Moore reiterated that this year will be a record setting year for the HIP
program. She provided a detail description of the HIP process and how
successful it has been.
Mr. Tucker asked if other cities have a HIP program.
Mrs. Moore stated that Indio and Coachella have a similar program; Desert Hot
Springs is in the process of implementing one. The focus areas in Palm Desert
include Palm Desert Country Club and mobile homes. She noted that although
E
Housing Commission
Minutes FEBRUARY 10, 2010
it is a street appeal program, items that are also addressed are energy
efficiencies as well as natural resource conservation such as drought tolerant
landscape and health and safety issues.
Mr. Conway stated that besides the HIP Program, the Office of Aging and the
Gas Company have programs that will assist seniors with health and safety
issues as well.
Upon question, Mrs. Moore stated that the HIP program also provides
assistance to mobile homes that are not affixed to a foundation but are tagged
by the Department of Housing Community Development and are not
considered real property.
B. TAOS PALMS RENOVATION UPDATE
James Conway reported that Phase II is in the construction progress. All the
rough inspections have been conducted. The contract completion date is May
15, 2010 but anticipates a later date. Staff will prepare a punch list item to
discuss with the Contractor. He noted that Taos Palms will be part of the
Housing tour to view a renovated unit.
IX. NEXT MEETING DATE — March 10, 2010
Natalie Russo referenced the Annual Housing Tour invitation provided to
Commissioners and asked on its location to meet.
Janet Moore stated that in the past attendees met in the North Wing
Conference Room NWCR) for a short introduction; however that room is not
available on the 18 h. Meeting location is tentatively scheduled to meet in the
lobby of the NWCR until further notice. She asked if the Commission would like
to see a particular property since the tour wili consist of three stops. In the past,
the tours have been longer but staff was asked to limit the tour to two hours.
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
Commiss iq{ meeting at 4:26 p.m. to March 10, 2010.
1 / l l.V Vl
Patty Leon, R cording Secretary
E
I'
PALM DESERT REDEVELOPMENT AGENCY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETARY
DATE: FEBRUARY 11, 2010
SUBJECT: HOUSING COMMISSION MINUTES
Attached is the following Housing Commission Meeting Minutes approved at the Housing
Commission meeting held February 10, 2010:
i January 13, 2010
Please submit to the Housing Authority Board.
Thank you.
cc: John M. Wohlmuth, Executive Director
p e1V£F BY HOUSG AUTH C
ON a -a5 a lo
VERIrIED BY: l/UrA
J
Original on file with City Clerk's Office
0
w
CITY OF PALM DESERT
REGULAR HOUSING COMMISSION MEETING
MINUTES
JANUARY 13, 2010
CALL TO ORDER
Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present:
Gene Colombini
Donna Lewis
Natalie Russo
Jane Turner
Wade Tucker
Also Present:
Richard S. Kelly, Councilmember Liaison
Justin McCarthy, ACM Redevelopment
Janet Moore, Director of Housing
James Conway, Project Coordinator
Jessica Gonzales, Management Analyst
Patty Leon, Recording Secretary
Guest(s):
Members Absent:
Verna Smith
Teresa Vakili, RPM Company
Veronica Tapia, Redevelopment Accountant II
III. ORAL COMMUNICATIONS
Introductions were made to newly appointed Housing Commissioner Mr. Gene
Colombini. Mr. Colombini provided a brief background of himself.
IV. CONSENT CALENDAR
A. MINUTES of the Regular Housing Commission meeting of December 9, 2009,
2009.
1
Housing Commission
Minutes JANUARY 13, 201.0
With a Motion made by Commissioner Turner and seconded by
Commissioner Russo the minutes of December 9, 2009 were unanimously
approved.
V. REPORTS AND REMARKS
A. COMMISSION REPORTS
Janet Moore distributed the "Palm Desert 20% Dine Out Coupon" to the
Housing Commission members. She stated that the coupori was distributed in
the Housing Authority newsletters and available on the City's website. The
participating restaurants are listed on the coupon and said to be successful so
far.
Mrs. Moore reported that the Housing Adhoc Sub-Committee will meet soon to
discuss Carlos Ortega Villas. Both Jane Turner and Verna Smith are on the
sub-committee. At this time, the contract is being finalized with the architect.
Mr. Richard Kelly, Cbuncilmember Liaison, asked that the meeting not be
scheduled the last week of January.
B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND
HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS
Jessica Gonzales summarized the memo provided to the Commission.
C. MONTHLY OCCUPANCY STATUS REPORT
RPM WEEKLY ACTIVITY STATISTICS
The Commission reviewed the Monthly Occupancy Status Report and Weekly
Activity Statistics for November.
Natalie Russo referenced the Monthly Occupancy Status Report and inquired
on the high number of recertification packets sent out.
Teresa Vakili stated that recertification packets are sent to tenants whose
leases are soon to expire. She noted that One Quail Place will have an average
of 30 to 40 a month which is typically normal.
Wade Tucker commented that Las Serenas has had a high number of
turnovers within the last month.
Janet Moore reported that a rent survey is being conducted at the properties
which is done every other year. She stated that there is competition with market
a
Housing Commission
Minutes JANUARY 13, 2010
and affordable rental properties that have either lowered their rental rates
and/or are giving free rents. Based on this, the wait lists at the Housing
Authority properties are down however vacancies remain the same. Depending
on the survey's findings, there is a possibility that the market /moderate rents
will go down, which has never been done. The market rents have been
between 70% to 78% of the county median and are considered low maximum
rents and depending on the survey they might go down further. The moderate
income tenants will be paying maximum rents whether the required
documentation is provided or not. She noted that this matter is being driven by
the economy and not necessarily what the properties are doing.
Mrs. Russo referenced page 3 of the Monthly Occupancy Status Report and
asked if the total number of units and vacant units for Sagecrest were correct.
Teresa Vakili stated that those numbers will be corrected.
D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for November.
Natalie Russo commented on how she was impressed with the percentage
totals for the very low category.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
November.
Jane Turner asked if Taos Palms was completely vacant.
Teresa Vakili stated that two existing tenants were transferred to the renovated
units as well as a new tenant moving in today. The property stopped leasing
from the time the renovation efforts took place.
G. HOUSING AUTHORITY PROPERTIES UPDATE
The update on the Housing Authority properties was reviewed by the
Commission.
James Conway summarized the report and provided a brief explanation of the
report for Mr. Gene Colombini.
Jane Turner inquired on the damage water mains at several properties.
3
Housing Commission
Minutes JANUARY 13, 2010
Mr. Conway stated that the repairs to broken mains were due to overgrown
trees and heavy vegetation. He noted that at California Villas there was a water
main that was not glued correctly.
Wade Turner stated that his unit had a minor leak issue that was taken care of
in a timely manner and was pleased with the work.
Natalie Russo referenced Taos Palms installation of inetal tie down brackets on
several beams due to twisting and asked if that was unusual.
Mr. Conway stated that Taos Palms has Spanish Early. Western trellis with
large beams and posts which have twisted over time. There was one span that
was originally installed with center post, different from all the others. Staff had
an engineer inspect all the beams and provide recommendations and drawings
to comply with current code which resulted in metal tie down brackets with
wedges to be installed as needed.
VI. NEW BUSINESS
A. MID YEAR 2009/2010 BUDGET ADJUSTMENTS
Rec: By Minute Motion:
Action: Motion was made by Commissioner Turner and seconded by
Commissioner Lewis to forward the recommendation to the
Finance Director to request mid-year budget adjustments to
the 2009-2010 Comprehensive Financial Plan
Veronica Tapia summarized the memo stating that there are reductions
throughout all the properties primarily in the operations and capital
expenditures of 1.7 million dollars. In addition, a projected declining revenue of
approximately $213,264.00 as a result of the lower income levels and
expected vacancies. Overall the Housing Authority properties are projecting an
operating loss of $476,615.00 for the 2009-2010 fiscal year. •
Wade Tucker inquired on California Villas capital improvement reduction of 1
million dollars and asked if the project was completed.
Mrs. Tapia stated that the property is nearing completion and the reduction is
the remainder of the capital funds budgeted for that particular project.
Janet Moore stated that there are some clean up items that are pending as
well as minor issues that were not necessarily part of Phase A and B.
Southern California Edison has asked that the rolling doors, located at the end
of the buildings used for utilities, be replaced with doors that open.
0
Housing Commission
Minutes JANUARY 13, 2010
Additionally, there was an outstanding issue with the trees onsite pending
recommendations which is now completed. Given the cost to replace the
doors, the budget was adjusted accordingly.
James Conway commented that several projects at the Housing Authority
properties had savings from its original budgeted amounts.
Gene Colombini asked about the bid process.
Mr. Conway stated that in the past projects struggled to get bids. However,
there was a lot of interest in the last two bid projects. One example provided
was the landscape contract. Mr. Conway noted that five companies
competitively beat our previous landscape company who had provided years
of service at the properties.
Jane Turner asked about the patrol contract savings.
Mrs. Moore stated that a minor adjustment was made to the patrol service at
One Quail in terms of the number of security guards. The property scaled
down from two security guards to one from dawn to dusk due to the low
number of calls. However, there are still two security guards on duty Fridays
and Saturdays which are the busy days of the week.
VII. CONTINUED BUSINESS
VIII. INFORMATIONAL ITEMS
A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE
An update on the Home Improvement Program (HIP) was provided to the
Commission for review.
James Conway summarized the report; stating that 6 projects have been
completed, 5.are in construction, and 11 are in the application stage. It was
noted that this year in six months the HIP program had more applications than
last year in twelve months.
Mr. Conway provided a brief explanation of the HIP program to Mr. Colombini
and the benefits provided to homeowners such as incorporating energy
savings.
Natalie Russo added that one of the best aspects of the program is often times
homeowners will address one area and then staff will offer other benefits
available such as energy savings.
5
Housing Commission
Minutes
B. TAOS PALMS RENOVATION UPDATE
JANUARY 13, 2010
Pictures of the construction progress were distributed for the Commission's
review.
James Conway reported that Phase I consisting of two buildings and eight units
are complete. Two renovated units are now occupied by existing tenants and
are said to be pleased. There will be one renovated unit available to view
during the Housing Annual Tour to include before and after photos and possibly
a power point presentation. He summarized the renovation efforts that included
rewiring of phone, cable, new plumbing, upgraded installation, installed new
doors and energy efficient windows including ADA compliance requirements.
Janet Moore added that the renovated units are much more open and user
friendly.
Upon question of the tour date, Mrs. Moore stated that a date has not been
determined and are waiting to hear from the City Council office. The tour will be
a two hour tour from 10:00 to 12:00. She asked if the Commission would like to
see a specific property other than the renovated properties such as Taos Palms
on the tour route; both California Villas and Laguna Palms will be drive-bys.
She noted that California Villas tenants are taking pride in the property since
the renovation efforts took place.
IX. NEXT MEETING DATE — February 10, 2010
A. Revised schedule of Housing Commission meeting dates for 2010
A memo was provided to the Commission listing the Housing Commission
revised meetings scheduled for 2010.
At this time, Natalie Russo announced that Mr. Dave Erwin, City Attorney, will
be in attendance at the next meeting to discuss the Brown Act and provide an
explanation on the Commission's role.
ADJOURNMENT
Natalie Russo, Housing Commission Chair, adjourned the Housing
Commission meeting at 4:00 p.m. to February 10, 2010.
r
Patty Leon, Recording Secretary
a