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Home My WebLink About2022-05-04 HC Regular Meeting MinutesI. CALL TO ORDER PALM DESERT HOUSING AUTHORITY PALM DESERT HOUSING COMMISSION MEETING PRELIMINARY MINUTES WEDNESDAY, May 4, 2022-3:30 P .M. (V IRTUAL MEETING) CITY OF PALM DESERT, CALIFORNIA Honorable Chair Buller called the meeting to order at 3:31 pm II. ROLL CALL Commissioners Current Meeting Fiscal Year to Date Jann Buller, Chair Denn is Guinaw , Vice Chair Carol Marcuse Greg Ballard Melody Morrison Also Present: Present X X X X Kathleen Kelly, City Council Member Liaison Jessica Gonzales, Senior Management Analyst Teresa Vakili, RPM Company Vice President Michele Bedard, Local Resident Stephanie Estrada, Recording Secretary Ill. ORAL COMMUNICATIONS Absent Present Absent 9 9 8 X 4 5 (2 Excused) 8 1 Senior Management Analyst , Jessica Gonzales advised the commission no comments or inquiries were received by email or voicemail, nor were any requests for public participation received for the meeting . Mrs . Gonzales orally introduced Stephanie Estrada, the new Recording Secretary for the Housing Commission , and the newest team member in the Housing Division. Lastly , Senior Management Analyst , Jessica PRELIMINARY MINUTES VIRTUAL HOUSING COMMISSION MEETING May 4, 2022 Gonzales advised the commission of a participant virtually joining the commission meeting via Zoom, that identified themselves as a resident. IV. CONSENT CALENDAR A. MINUTES of the Regular Housing Commission meeting of April 6, 2022 . Rec: Approve as presented. Upon a motion by Commissioner Morrison, second by Vice-Chair Guinaw, and a 4-0 vote of the Housing Commission the Consent Calendar was approved as presented (AYES: Buller, Guinaw, Morrison and Marcuse; NOES: None; ABSENT: Ballard). V. ACTION ITEMS A. REQUEST FOR CONSIDERATION to recommend approval to authorize the use of The Sherwin-Williams Company for Purchase of Paint and Paint Related Materials and Supplies for the Palm Desert Housing Authority Properties for FY 2022-2023 . Senior Management Analyst , Jessica, acknowledged the staff report before the Commission and provided details on the item. Discussion ensued with Commissioners providing comments and questions. After thorough discussion the item was concluded with no opposition from the Commission. Upon a motion by Vice Chair Guinaw, second by Commissioner Morrison, and a 4-0 vote of the Housing Commission, to recommend approval to authorize the use of The Sherwin-Williams Company for Purchase of Paint and Paint Related Materials and Supplies for the Palm Desert Housing Authority Properties for FY 2022- 2023. (AYES: Buller, Guinaw, Morrison and Marcuse; NOES: None; ABSENT: Ballard). B. REQUEST FOR CONSIDERATION to recommend approval to authorize the use of Lowe's Home Centers, Inc ., Home Depot U.S.A., Inc ., and HD Supply Facilities Maintenance for Purchase of Materials, Supplies and Appliances for Palm Desert Housing Authority ("Authority") Properties for FY 2022/2023. Senior Management Analyst, Jessica Gonzales acknowledged the staff report before the Commission and provided an oral summary on the item . Mrs . Gonzales stated this action item is an annual request to authorize the use of Lowe's Home Centers, Inc., Home Depot U.S .A., Inc., and HD Supply Facilities Maintenance for Purchase of Materials, Supplies and Appliances for Palm Desert Housing Authority ("Authority") Properties. This request allows the daily operations of the Authority 's properties to be conducted. Mrs . Gonzales provided the commission with information regarding Lower's Home Centers, Inc., Home Depot U.S.A., Inc., and HD Supply Facilities are all under a government cooperative. Mrs . Gonzales invited questions and comments regarding the item and recommendation. 2 PRELIMINARY MINUTES VIRTUAL HOUSING COMMISSION MEETING May 4, 2022 Upon a motion by Vice -Chair Guinaw , second by Commissione r Morrison, and a 4-0 vote of the Housing Commission , the recommendation to authorize the use of Lowe 's Home Centers , Inc., Home Depot U.S .A., Inc ., and HD Supply Facili t ies Maintenance for Purchase of Materials, Supplies and Appliances fo r Palm Desert Housing Autho rity ("Authority") Properties for FY 2022/2023 . (AYES : Buller, Guinaw, Morrison and Marcuse ; NOES : None ; ABSENT : Ballard). C. REQUEST FOR CONSIDERA TON to recommend approval of an extension to Contract No . HA37273 with John Harrison Contracting , Inc . for HVAC Mechan ical Systems Maintenance Services at the Palm Desert Housing Autho rity properties in a total annual amount not to exceed $175 ,000 . Senior Management Analyst, Jessica Gonzales, acknowledged the staff report before the Commission, stating this request for consideration is to extend the contract with John Harrison Contracting, Inc . Mrs. Gonzales stated that this is the Housing Authority ("Authority") last extension allowed under the original solicitation that the Authority d id for our HVAC systems . Discussion ensued with Commissioners Morrison asking clarifying questions regarding the extens ion timeline . After thorough discussion the item was concluded w ith no oppos ition from the Commission Upon a motion by Commissioner Morrison, seconded by Vice -Chair Guinaw , and a 4-0 vote of the Housing Commission , a recommendation to approve an extension to Contract No . HA37273 with John Harrison Contracting , Inc . for HVAC Mechanical Systems Maintenance Services at the Palm Desert Housing Authority properties in a total annual amount not to exceed $175 ,000. (AYES : Buller, Gu inaw , Morrison , and Marcuse; NO ES : None ; ABSENT: Ballard). D. REQUEST FOR CONSIDERATION for ratification of a recommendation of approval for Amendment No. 1 (Contract No . C38851) to Contract No . C38850 for Arboricultural Services with West Coast Arborists , Inc. of Grand Terrace, California, in an annual amount not to exceed $975 ,000 (Project No . 933 -23), and approval of Change Order No . 1 to C38850 for additional services during FY21/22 in t he amount of $100 ,000 (Project No . 933 -19). Senior Management Analyst, Jessica Gonzales , acknowledged the staff report before the Commission , stating this item was discussed in the Housing Commission 's last month 's meeting on , April 6 , 2022. Although no opposition to this item was given , a full motion and rollcall vote were not taken or recorded. This item did move forward to the Authority Board 's for consideration and was approved . This is just a ratification of the motion . Upon a motion by Commissioner Morrison , seconded by V ice-Chair Guin aw and a 4-0 vo t e of the Housing Commission , approved a ratification of a recommendation of approval for Amendment No . 1 (Contract No . C38851) to Contract No . C38850 fo r Arboricultural Services with West Coast Arborists , Inc . of Grand Terrace, 3 PRELIMINARY MINUTES VIRTUAL HOUSING COMMISSION MEETING May 4, 2022 California , in an annual amount not to exceed $975 ,000 (Project No . 933-23), and approval of Change Order No . 1 to C38850 for additional services during FY21/22 in the amount of $100,000 (Project No . 933-19) (AYES: Buller, Guinaw, Morrison, and Marcuse; NOES: None ; ABSENT: Ballard). VI. REPORTS AND REMARKS A. Commissioners Reports and Remarks Vice-Chair Guinaw acknowledged the Commission, stating he had two reports to provide . Vice-Chair Guinaw stated he attended the Homelessness Task Force meeting at 9 am on May 2, 2022 . He provided a summary of the meeting . He expressed his gratitude regarding the people who are part of the Homelessness Task Force . The Homelessness Task Force has dedicated, creative , knowledgeable staff members who are thinking about this topic outside of the box . He stated that in the meeting there were three action items . Two contracts and a p lanning item . The first con tract is with the University of Riverside Public Services . They are responsible for staffing our two outreach workers. The community workers go into the City and do one on one with persons who essential needs including services and supplies . The total of the contract is $160 ,000. The second contract is with the Coachella Valley Associations of Government ("CVAG "). CVAG has two programs: Coachella Valley-200 ("CV-200 "). CV-200's goal is to assist 200 individuals in need of emergency, temporary, and permanent housing when able. The City of Palm Desert's share is $100,000 which is shared with other CVAG cities in the Coachella valley . The term of the contract is three years. The final action item was to develop a schedule of planning committee sessions to scope out what the task force can do and bring those efforts to the council to develop common goals and common efforts . All these items were all approved unanimously. B. Commission Reports • Summary of City Council and Housing Authority Actions Chair Buller moved on to the next agenda item, the summary of City Council and Housing Authority Actions. Senior Management Analyst , Jessica Gonzales provided an oral summary to the Commission advising the Authority Board approved the one action item, adopt Housing Commission meeting the City Council and Housing Authority Board meeting held on said dates . C. RPM Company Monthly Reports for February 2022 • Monthly Occupancy Status Report 4 PRELIMINARY MINUTES VIRTUAL HOUSING COMMISSION MEETING May 4, 2022 • Monthly Occupancy and Average Rent Summary • Report#1 -Monthly Occupancy and Average Rent Statement • Report#2 -Monthly Net Operating Income Statement • Palm Desert Housing Authority Project Report for March 2022 RPM Company Vice President, Teresa Vakili, acknowledged the RPM reports provided to commissioners for the month of February 2022. Ms. Vakili currently reported the occupancy rate is at 99% for Authority properties . She reported in the months of February 2022 RPM staff contacted 541 individuals and added 220 individuals to the interest waitlist. Ms . Vakili further reported RPM staff completed 76 re-certifications. Ms. Vakili acknowledged the Housing Authority Properties Projects report for the months of March 2022. She reported 328 service requests were completed during the month throughout RPM's portfolio. Ms. Vakili reported that the services are routine maintenance at the communities . Commissioner Morrison addressed Teresa Vakili with a question. Commissioner Morrison asked what the turnaround time of a unit is after a tenant moves out and another moves in. Teresa Vakili replied that RPM's policy is 5-7 days make ready after move-out depending on the condition of the unit's condition. D. Update on the Home Improvement Program ACTIVITY March 2022 Inquiries (Calls, Walk-Ins, Emails): Applications Provided: Applications Received: Applications being processed: Eligible (Possibly meets criteria): Ineligible (Does not meet criteria): Energy Savings Assistance Programs Referrals: (JHC Construction -SCE/Gas Co) 2 1 0 0 0 0 0 Mrs. Gonzales provided a summary of the Home Improvement Program activity for March 2021. She reported there were two inquiries during the month of March. One inquiry was regarding the Home Improvement Program. The second inquiry was regarding the application process itself. The caller was provided the application. VII. ADJOURNMENT With Commission concurrence , Honorable Chair Buller adjourned the meeting at 4 :10 p .m. St~~a ~ Secreta~ 5