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HomeMy WebLinkAboutMinutes - Housing Commission 10/02/2019�. L CITY OF PALM DESERT PALM DESERT HOUSING COMMISSION MINUTES WEDNESDAY, OCTOBER 2, 2019 — 3:30 P.M. DEVELOPMENT SERVICES CONFERENCE ROOM 73-510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER Vice Chair Juan Mireles called the meeting to order at 3:30 p.m. II. ROLL CALL Present: Absent: Commissioner Donna Ault Chair Gregory Ballard Commissioner Jann Buller Commissioner Dennis Guinaw Commissioner Arthur Katz Commissioner Melody Morrison Vice -Chair Juan Mireles Also Present: Lauri Aylaian, Executive Director Ryan Stendell, Director of Community Development Jessica Gonzales, Senior Management Analyst Teresa Vakili, RPM Company Melinda Gonzalez, Recording Secretary Greg Papazian, Emergency Services Coordinator Jennifer Nelson, Management Analyst III. ORAL COMMUNICATIONS Introductions were made for present staff members joining today's meeting. Management Analyst, Jennifer Nelson introduced herself and noted she was recently hired to oversee the Parks and Recreation department. Emergency Services Coordinator, Greg Papazian, introduced himself and noted he is contracted with the City through the Riverside County Emergency Management Department. Commissioner Morrison addressed the commission and stated Dolly Lieberman, the leasing agent for Carlos Ortega Villas, has sent out numerous fliers asking tenants to slow down. However, these efforts have been unsuccessful, therefore, she is proposing the installation of a speed bump. Commissioner Morrison noted she had put together basic information about acquiring a speed bump and where they would like it installed on the property. Mrs. Gonzales advised Commissioner Morrison that she would receive the MINUTES PALM DESERT HOUSING COMMISSION OCTOBER 2, 2019 information and provide it to the Public Works Department, whom are responsible for assessing the need for speed bumps in our City. Upon a motion by Commissioner Morrison, second by Commissioner Ault, and a 6-0 vote of the Housing Commission, the request to add this item, consideration for installation of a speed bump at Carlos Ortega Villas, to the next Housing Commission meeting agenda was approved (AYES: Ault, Buller, Guinaw, Katz, Mireles, and Morrison; NOES: None; ABSENT: Ballard). IV. CONSENT CALENDAR A. MINUTES of the Regular Housing Commission meeting of September 4, 2019. Rec: Approve as presented. Upon a motion by Commissioner Guinaw, second by Commissioner Katz, and a 6-0 vote of the Housing Commission the Consent Calendar was approved as presented (AYES: Ault, Buller, Guinaw, Katz, Mireles, and Morrison; NOES: None; ABSENT: Ballard). V. NEW BUSINESS None VI. CONTINUED BUSINESS None VII. OLD BUSINESS None VIII. REPORTS AND COMMENTS A. Commission Members Remarks and Requests Senior Management Analyst, Jessica Gonzales, mentioned to Commissioners that a new section titled "Commission Members Remarks and Requests" has been added to the Agenda. This section provides Commissioners an opportunity to state matters of concern and request clarification of items for the Agenda which fall under the scope of responsibility for the Housing Commission. Mrs. Gonzales brought forth the first item of discussion, provided by Commissioner Katz during the housing commission meeting held on September 4, 2019 regarding the installation of electrical hookups at The Pueblos Apartments. Commissioner Katz stated he has been approached by several residents whom have discussed with him the possibility for the installation of electrical hookups for mobility F MINUTES PALM DESERT HOUSING COMMISSION OCTOBER 2, 2019 scooters and golf carts in the car port area at The Pueblos Apartments. He stated in past discussions regarding Pueblos and Catalina Gardens the additional charges associated with this amenity has deterred the idea from going any further, however, he asserted the increased cost of electricity could be mitigated by adding a fee for anyone who wanted use of the amenity. Senior Management Analyst, Jessica Gonzales advised there were several aspects that would need to be addressed regarding this request. The first being the location in which an electrical hookup could be placed. This request would need to meet ADA standards which would require the designated parking space to have enough area for those with disabilities to be able to get in and out of the designated area. When considering Pueblos and Catalina Gardens, as designated by Commissioner Katz, parking spaces are at capacity at both of these properties and neither has the availability to have a parking spot removed from inventory or to add another ADA compliant spot. This problem holds true for many other housing authority properties since they are existing communities with established infrastructure. Mrs. Gonzales further advised another consideration to this request is if this amenity is added to one community, it must be added to all communities. The cost incurred would be high to install or convert an electrical hookup at all of the communities, in addition to the maintenance associated with this amenity. The funding available is to maintain and preserve Housing Authority properties designated to provide subsidized housing. Funds are limited to provide this feature to the properties at this time. Mrs. Gonzales noted electrical charging hookups were installed at Carlos Ortega Villas, which allow residents to use their own credit card to access the charger. This feature has not been utilized since the day it was made available to residents, demonstrating there is not an emergent need for this type of amenity nor justification for the expense. Commissioner Katz, proposed the first parking spot at Pueblos be used for this request noting there is an outlet box next to it which could be converted. Commissioner Morrison inquired whether the outlet box is the required voltage. RPM Company Vice President, Teresa Vakili stated she would need to have an electrician verify and further asserted there are concerns with the electrical cords associated with this type of feature at the area requested, creating a trip hazard. For the safety of residents, staff and visitors to the property electrical cords are not permitted to go over sidewalks, lawns and walkable areas. Additionally, Pueblos has 15 units and only 13 parking spaces and 1 ADA parking space and Catalina Gardens has 72 units with 72 spaces for residents, which provides no additional space for this amenity. Commissioner Katz stated he did not believe the electrical cords would go across sidewalks and noted recently he has observed four cars in the Pueblos parking lot at any given time. Vice Chair Mireles asserted these spaces must be made available to residents. 3 MINUTES PALM DESERT HOUSING COMMISSION OCTOBER 2, 2019 Commissioner Morrison expressed this request ties into the City's long term goals to support transportation alternatives, like golf carts, to alleviate traffic congestion. In reply, Community Services Director, Ryan Stendell stated this request does support the City's goal regarding transportation, however, the City cannot set aside safety concerns, risk and liability to implement projects that support its goals. Whether the consideration is a full charging station or the conversion of an outlet, the City would need to run through all the associated risk scenarios to make a determination as to whether the authority could or should consider this project. Cost must also be a consideration when determining whether it is an appropriate expenditure of funds. Vice Chair Mireles inquired about the use of CDBG funds for the project. Mrs. Gonzales replied staff would need to evaluate the improvement project to assess whether the project could comply with all of the stipulations that are required with use of CDBG funds. If it was determined that the project could comply with the stipulations and was an appropriate use of CDBG funds then an application would need to be submitted. Commissioner Morrison inquired about the presence of other charging stations in the vicinity. Mrs. Gonzales advised there are numerous charging stations in the vicinity of the housing authority properties including several which are located at the Palm Desert Civic Center Park. Executive Director, Lauri Aylaian stated there is a process for proposed capital projects to be considered. She explained staff would need a description of what is being requested and this information would be turned over to the Public Works department. Public Works will determine the feasibility of completing the work and then collaborate with the City's risk manager to identify any risks posed. The request would then be entered into the list of projects the City will consider as part of capital improvement projects for the upcoming year. When the City is considering projects for the upcoming year, a determination is made as to whether funds are available and where the funds would be pulled from, general funds, departmental funds, or available grants. Additionally, associated risks will be assessed in more depth. The project with then be ranked against other competing needs for the City. In response to additional comments of support for the conversion of an outlet box located at Pueblos community from Commission Katz, Mr. Stendell stated staff would need to have someone physically look at the outlet to determine what it would take to convert the outlet and the cost associated with the conversion. Vice Chair Mireles recommended deferment of this item to the next housing commission meeting to allow staff the opportunity to conduct additional research into the request. 4 MINUTES PALM DESERT HOUSING COMMISSION OCTOBER 2, 2019 Mrs. Gonzales stated staff will need to evaluate all the factors involved in creating this type of project and what it would take to add it to all of the communities. An electrical technician will need to come out to the community to provide specifics on what modifications will need to be made to convert the outlet and/or to surrounding structure to complete this request. Once received, this information will be provided to Commissioners. Community Services Director, Mr. Stendell asked if currently there are lease requirements which place restrictions on the number of allowed vehicles. Ms. Gonzales affirmed there are current lease requirements which restricts the number of vehicles allowed for residents. Commissioner Buller inquired, given the process which Ms. Aylaian described for submitting proposed capital projects, what is housing commission's role in this request. Mrs. Gonzales explained since the request was proposed during a housing commission meeting, staff will conduct a preliminary evaluation on the request and provide a recommendation to the housing commission on how to proceed. With concurrence from all attending commissioners, further discussion on the matter was deferred to the next housing commission meeting. Vice Chair Mireles introduced the next topic of discussion regarding the availability of State or Federal grants for earthquake preparedness for Housing Authority properties. Commissioner Morrison stated to her understanding there are state and/or federal grants available which provides funds for communities to support earthquake preparedness efforts; which helps minimize strain on the fire department and can be used toward protecting individuals in the communities. She shared that during a CERT class held at a Del Webb community, she was advised by a gentleman that their community receives $14,000 dollars from the state to update their emergency equipment and supplies. Commissioner Morrison noted Carlos Ortega Villas currently has five tenants certified and are working together toward gathering a minimal amount of earthquake preparedness equipment and supplies for the tenants in their community. Senior Management Analyst, Jessica Gonzales introduced emergency services coordinator, Greg Papazian, and stated she invited Mr. Papazian to speak to commissioners about the current efforts being made for earthquake preparedness and options available to the communities. In response to Commissioner Morrison's inquiry, Mr. Papazian, stated he is unaware of any federal or state grants that are available for individual homeowners or residents to purchase disaster preparedness supplies. Mr. Papazian further stated HUD offers a program to provide smoke and CO2 detectors for homeowners and multi -family MINUTES PALM DESERT HOUSING COMMISSION OCTOBER 2, 2019 residential owners, including procurement and installation of the detectors. He noted RPM Company is already taking advantage of this program. He advised the County receives grant money which supports CERT classes offered to the community. Mr. Papazian stated there are additional CERT classes scheduled, and offered to come out to the communities and speak to the residents about how to put together a disaster kit. He noted two websites rivcoready.org and ready.gov which have useful information on the subject matter. Commissioner Morrison commented CERT classes have been offered to the residents in their community and they have addressed what individuals should have in their disaster kits, however, they are trying to prepare supplies and equipment for those who do not have the means to put a kit together. In reply, Mrs. Gonzales advised there is no funding available for this purpose, adding county -wide it is incumbent on the individual to prepare a disaster kit and obtain resources to sustain themselves through the first several days of a disaster. Commissioner Morrison replied it would be the properties responsibility to raise money and acquire the needed items. Mrs. Gonzales clarified it is not the responsibility of the property or its staff members. The responsibility would be on the individual. Commissioner Morrison inquired whether the property would have the ability to conduct fundraisers to raise money to buy equipment and supplies for the community. Mrs. Gonzales provided additional clarification stating the property and its staff members could not be involved in the facilitation of any efforts, however, community members could come together individually to conduct the fundraiser. Mrs. Gonzales noted staff and RPM are currently updating the disaster plan for housing authority properties to assist with preparedness efforts. Additionally, she is hoping to host a few informational workshops at the housing authority community buildings for its residents. Mr. Papazian will provide a presentation at the community workshops for residents regarding the necessary items for a disaster kit and provide other tips and resources on the subject. Emergency Coordinator, Mr. Papazian commented the City has a Brightside flyer on earthquake preparedness. He also mentioned there is an active nonprofit organization, Coachella Valley Disaster Preparedness Network, who may be able to provide tips on things they have implemented at other communities that might assist in efforts being made by individuals in the communities. Mr. Stendell added the City encourages individuals and communities to be self-reliant, noting the City will assist as soon as possible, however, individuals and communities need to be able to sustain themselves while they wait for assistance. C: MINUTES PALM DESERT HOUSING COMMISSION OCTOBER 2, 2019 Executive Director, Ms. Aylaian explained in a natural disaster the City's first priority is to reestablish government and government services. The City relies on residents to be prepared and have a week's worth of supplies, food and water, while City staff work on getting infrastructure and utilities repaired. Mr. Papazian provided a brochure to meeting attendees titled "Emergency Supply List," produced by Homeland Security, explaining it provided a quick list of items an individual would need during an emergency situation. He noted the brochure is also available online at ready.gov. B. Commission Reports Senior Management Analyst, Jessica Gonzales advised Commissioners the Development Services Conference Room will now be the designated conference room for the Housing Commission meetings, noting the Housing Division is now located in the Development Services building. Mrs. Gonzales reminded Commissioners to RSVP for the upcoming housing tour scheduled for October 30, 2019. C. Summary of City Council and Housing Authority Actions A memo provided by Senior Management Analyst, Jessica Gonzales summarizing approved action items from City Council and the Housing Authority Board meetings was provided to commission members for review. Mrs. Gonzales commented the item listed on the summary which went before City Council and the Housing Authority Board at their last meeting was approved. Commissioner Buller asked if there will be a significant impact on the timeline for services due to the re -solicitation for Pool and Water Feature Maintenance and Repair service and whether staff meets with prospective proposers to provide information about the requirements for a complete proposal. Mrs. Gonzales remarked after the rejection of the prior proposals, she modified the request for proposal (RFP) highlighting the requirements and details. The modified RFP was published September 29, 2019 on Planet Bids. She provided a brief description of the City's new database system, Planet Bids, which gives vendors automatic notification of any solicitations, adding staff hopes to receive more responses that are complete and meet all requirements. Vice Chair Mireles asked if there were any updates on the fire at One Quail and if they have declared a cause for the fire. Ms. Gonzales replied the fire department has not provided a final determination regarding the fire and interior work is in progress. D. RPM Company Monthly Reports RPM Company Vice President, Teresa Vakili acknowledge the reports before the Commission, provided by RPM. She stated the properties are currently 98.8% occupied. Additionally, staff completed 95 re -certifications. FI MINUTES PALM DESERT HOUSING COMMISSION OCTOBER 2, 2019 Vice Chair Mireles observed One Quail community receives a lot of service calls and inquired if this was due to its size. He further inquired as to how many service calls RPM receives in a month. In reply, Ms. Vakili reported the overall average is approximately 475 service calls a month for the entire portfolio, adding they do their best to complete all service calls within 24hours. Commissioner Guinaw addressed Report #2 — Monthly Net Operating Income Statement and inquired about Candlewood and Sagecrest operating at a deficit. Ms. Vakili explained major capital projects or repairs can throw off the budget for the month. At this time, they have a smoke unit which incurred severe damage, requiring a complete renovation that was not budgeted for. E. Update on Housing Authority Properties Ms. Vakili acknowledged the Palm Desert Housing Authority Project Report for August. She reported 432 service call requests were received in August. Additionally, several new A/C units were installed utilizing the Energy Savings Assistance program through SCE. Ms. Vakili further reported they are renovating all the units at One Quail place which sustained damage in the recent fire. Upon inquiry, Ms. Vakili stated displaced tenants were placed in a hotel the evening of the incident where they stayed for up to two days. All affected tenants were transferred to another unit at the property. Mrs. Gonzales commented staff and RPM are always looking into programs to assist with improvements to reduce utility consumption or cost at all housing authority properties. Mrs. Gonzales shared One Quail Place Apartments is currently participating in a program offered by Southern California Gas Company which will replace 11 boilers at the property, at no cost. This program will pay for procurement, engineering, labor, equipment related improvements and installation of the boilers. One Quail qualified for the program because the property is 100% low income housing. F. Update on the Home Improvement Program Mrs. Gonzales reviewed the summary of HIP activity for the months of July and August. She noted staff is currently working with the two eligible applicants to complete the applicable internal documents and paperwork required for requested services. ACTIVITY (July / August 2019) Inquiries (Calls, Walk -Ins, Emails): 2 Applications Provided: 1 Applications Received: 0 Applications being processed: 0 Eligible (Possibly meets criteria): 2 Ineligible (Does not meet criteria): 0 Energy Savings Assistance Programs Referrals: 1 (JHC Construction — SCE/Gas Co) I MINUTES PALM DESERT HOUSING COMMISSION IX. ADJOURNMENT OCTOBER 2, 2019 With Commission concurrence, Vice Chair Mireles adjourned the meeting at 4:16 p.m. z Recording Seeta Melinda Gonzalez, g4ry N