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HomeMy WebLinkAboutHousg Cmsn - 09/12/07PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: OCTOBER 16, 2007 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the Housing Commission meeting held October 10, 2007: ► September 12, 2007 Meeting Minutes Please submit to the Housing Authority Board. Thank you. cc: Carlos L. Ortega, Executive Director apiQiNed BY HOUSG AUTH ON I D-- -5- VERIFIED BY: R-UK._( :1 Original on file with City Clerk's Offir.; PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING SEPTEMBER 27, 2007 III. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of September 13, 2007. Rec: Approve as presented. B. HOUSING COMMISSION MEETING MINUTES for the Meetings of July 11, 2007, and August 8, 2007. Rec: Receive and file. Member Spiegel called attention to page 5 of the meeting minutes of July 11, 2007, where it stated, "Mr. Sullivan stated he felt uncomfortable with the recommendation since the Commission was taking staff's word to move forward. He mentioned that he was not going to be rubber-stamping as much as he has in the past." He asked Chairman Kelly if he would now be attending those meetings. Chairman Kelly responded he's attended one meeting, but those minutes weren't out yet. He said he didn't notice Mr. Sullivan rubber-stamping anything. Mr. McCarthy stated it was not staffs experience to have Mr. Sullivan or any other member of the Housing Commission rubber-stamp recommendations made by staff. Upon a motion by Benson, second by Finerty, and 4-0 vote of the Authority Board, with Ferguson ABSENT, the Consent Calendar was approved as presented, including the aforementioned comments. IV. CONSENT ITEMS HELD OVER None V. RESOLUTIONS None VI. NEW BUSINESS None 2 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING SEPTEMBER 27, 2007 VII. CONTINUED BUSINESS None VIII. OLD BUSINESS None IX. PUBLIC HEARINGS None X. REPORTS, REMARKS, AND AGENCY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XI. ORAL COMMUNICATIONS - C None XII. ADJOURNMENT With Authority Board concurrence, Chairman Kelly adjourned the meeting at 5:40 p.m. ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY RICHARD S. KELLY, CHAIRMAN 3 CITY OF PALM DESERT HOUSING COMMISSION MINUTES SEPTEMBER 12, 2007 I. CALL TO ORDER Vice -Chairman Leo Sullivan convened the meeting at 3:30 p.m. II. ROLL CALL Present: Members Absent: Leo Sullivan Natalie Russo Linda Ward Verna Smith Also Present: Richard S. Kelly, Councilmember Liaison Janet Moore, Director of Housing Martin Alvarez, Redevelopment Manager Bryce White, Project Administrator James Conway, Project Coordinator Patty Leon, Recording Secretary Guest(s): Teresa Vakili, RPM Company Bob Such, Potential Housing Commissioner III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR Jane Turner A. MINUTES of the Regular Housing Commission meeting of July 11, 2007 With a Motion made by Commissioner Smith and seconded by Commissioner Russo the minutes were unanimously approved with Housing Commission Minutes SEPTEMBER 12, 2007 Commissioner Ward abstaining since she was not present at that meeting. MINUTES of the Regular Housing Commission meeting of August 8, 2007. With a Motion made by Commissioner Ward and seconded by Commissioner Russo the minutes were unanimously approved with Commissioner Smith abstaining since she was not present at that meeting. V. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore referenced a letter addressed to the Commission that was received from the Office of the District Attorney that listed several training sessions. She reiterated that the training being offered with regard to the Brown Act is not mandatory and will not affect the requirement of ethics training. She noted that there is an online course for those members who have not taken the training; a printable certificate is available after the course. The City Attorney will notify those members who need to comply with the requirements. A separate mailer was provided to the Commission received from a non- profit organization in Rancho Mirage. For informational purposes, Mrs. Moore stated that it is City's policy to provide a listing of Committee and Commission members for distribution since it is public record. However, City Hall is given as the mailing address. At this time, Leo Sullivan asked about the Council's appointments of commission/committee members, pointing out that Mr. Bob Such had been present for the last three meetings. Janet Moore replied that Mr. Such's application has been submitted to the City Clerks office. She noted that she had discussed his interest with the City Clerk as well as the Council's appointments. She stated that a request could be forwarded at the request of the Housing Commission for review. Mr. Sullivan stated that he felt there was a problem with so few members on the Housing Commission and asked that this request be forwarded to 2 G:\R.DA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 the Council as soon as possible. He understood that this request would not be on the City Council agenda for September's meeting but asked about October's agenda. Mrs. Moore stated that this request will be forwarded to the City Clerk on behalf of the Housing Commission. She noted that the City Council sets the date for appointments to commissions and committees. She reported that at the most recent Council meeting, the Housing Authority board appointed a council liaison for this Commission. She advised that the council liaison might attend this meeting late due to conflict with another meeting. Mr. Sullivan stated that he would like to address this concern with the Mayor since only three members were present for the last two meetings and felt that they barely got through the meeting. He asked if staff had heard from Donna Lewis who had attended past meetings as a potential commission member; Mrs. Moore responded no. B. RPM MONTHLY STATUS REPORTS The Commission reviewed the Monthly Status Report for July. Janet Moore referenced both reports and asked if one suffices the other and if there was a preference for one or the other. With the Commission's acceptance, staff will continue to provide both reports. At this time, Janet Moore introduced Mayor Kelly to the Commission as the newly appointed council liaison to this Commission. D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statements for June and July. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for June and July. Leo Sullivan addressed Teresa Vakili and asked if there are any problems in filling the needs of our requirements. G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 Teresa Vakili responded that there are a lot of applicants on the wait list and generally review 10 to 20 applications in order to qualify and pre - lease a unit. Mr. Sullivan asked about a "drop dead date" for waiting list applicants who are no longer interested. Ms. Vakili responded that after several attempts to contact applicants by either phone or letter those applicants are removed from the wait list. She also noted that if the applicant is not ready or able to move in when they are selected from the wait list at that time they are placed at the bottom of the list. If they decline a second time then they are removed from the wait list permanently. Natalie Russo referenced the report and asked if the breakdown of income levels indicated the difference in the rental rate for each category. Teresa Vakili responded yes and how the income levels are determined based on the household's income. Linda Ward commented on how her neighbor pays a different rental rate than she does having both the same identical unit. Janet Moore stated the income levels were standardized at 5% increments as opposed to having different rental structures for each tenant. F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the Commission. Leo Sullivan inquired on the AC replacements and repairs at several properties. James Conway stated that he has been working with the Office of Energy Management to prepare a comprehensive packet of several properties that will include the cost associated to incorporate energy efficiencies and the various rebate programs available. Mr. Sullivan asked if the window units at Desert Pointe would be reconsidered. G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 Mr. Conway stated that of all the properties Desert Pointe is the most difficult to determine. It is not yet determined what the plan will be for that property. It was explained that in the past, staff looked at retrofitting the entire property but found it to be significantly high in cost. The tenants were asked what their preference was in terms of AC equipment to which most of them preferred the window units at that time. Staff is looking into different sources to assist the property in terms of making it more efficient. Mr. Conway referenced the cost comparison report provided to the Commission with respect to Laguna Palms and Palm Village Apartments. The square foot costs was included in the report, as requested by Leo Sullivan at the last meeting. Mr. Conway noted that the contingency amount for Laguna Palms is part of the construction totals; however, in the event that those amounts are not expended the totals will change. Janet Moore clarified that it is a full building square footage per foot cost for both properties. Linda Ward commented that Laguna Palms is still ongoing construction and therefore the report is not final at this point. Mr. Sullivan stated that he has been trying to get some kind of feel on whether it would have been worth our while to tear it down; assuming that everything else comes out without any other additions. He asked that the report be updated and brought back to the Commission especially if the totals change. He stated that he would like to be involved with the decision -making process in this particular property as a comparison to building Palm Village. He thanked James Conway for the report. Mrs. Moore stated that in the event we do have change orders that exceed any of the totals, an updated report will be provided to the Commission. Mr. Conway stated that there are two components that are not part of the Laguna Palms contract which are the carport structures and playground equipment. VI. NEW BUSINESS A. Laguna Palms — Ratify Engineering Services Rec: By Minute Motion: Action: Motion was made by Commissioner Russo and seconded by 5 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 Commissioner Ward to forward a recommendation to the Palm Desert Housing Authority Board to ratify an agreement for professional services Contract No. HA for the re -design of structural engineering by a third party engineer related to the Laguna Palms renovation project. James Conway reviewed the staff report. Martin Alvarez stated that the changes that were accepted meet the building code requirements and are approved by an engineer. B. Laguna Palms — Change Order No. 3 Rec: By Minute Motion: Action: Motion was made by Commissioner Smith and seconded by Commissioner Ward to forward a recommendation to the Palm Desert Housing Authority Board to approve Change Order No. 3 to Contract No. HA 25760 (Portrait Homes, Inc.) in the amount of $16,085.95 for structural upgrades to the two-story building and various interior fixtures for the Housing Authority property known as Laguna Palms. Martin Alvarez reviewed the staff report stating that the change order includes a credit in the specified amount in addition to a new Toad beam, post and footings to support the second level. He stated that this is expected when retrofitting a 1960's building to meet current standards. With regard to the existing fixtures, in order to maintain consistency throughout the complex, those fixtures will be salvaged and used at the other housing authority properties. Leo Sullivan asked if the fixtures are those from the previous renovated units. Janet Moore responded yes, but that only those newer fixtures will be salvaged and used at other properties. Mr. Sullivan asked if the cost to upgrade the interiors of the previous units was included in the analysis prepared by James Conway. James Conway referenced the report and depicted the first line at the bottom, which listed the amount included of $180,000 for interior upgrades previously installed. C. California Villas — Notice of Completion Rec: By Minute Motion: G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 Action: Motion was made by Commissioner Ward and seconded by Commissioner Smith to forward a recommendation to the Palm Desert Housing Authority Board to authorize the City Clerk to file a Notice of Completion for the project known as California Villas Phase A, exterior building improvements (Contract No. HA-23650) James Conway reviewed the staff report. VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (September) Newsletters were reviewed by the Commission. Linda Ward questioned the different numbers listed for courtesy patrol. Teresa Vakili stated that various companies are being used for the properties as opposed to contracting with one specific company. Mrs. Ward commented that she is impressed with Bower Company. B. 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 five properties are nearing completion and one property is final. He noted that the properties that do not show amounts committed are in the review process. Mr. Sullivan inquired on the average time it takes for a property to be in the review process. Janet Moore stated that what lengthens the time is actually the applicants portion. There is quite a bit of information that needs to be submitted by the applicant and in most cases the applicant is unaccustomed to this process. Part of the HIP program is federally funded by the Community Development Block Grant funds, which makes it difficult to be flexible on some of the documentation. In some cases the applicant will spend a fairly large lead-time just to accumulate the documentation and submit it. Mrs. Moore provided an example of one applicant that provided all the documentation within two days. Mr. Sullivan asked on the length of time it took to complete that particular 7 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 property. Mrs. Moore explained that that applicant was in need of an emergency grant and was completed within two and a half weeks. She mentioned that applications are prioritized in terms of health and safety issues and/or code violations. She noted that the process has, in some cases, taken approximately 12 months. Mr. Sullivan questioned the length of time it takes for a $25,000 loan. Mr. Conway provided some examples of unforeseen issues at some of the properties such as mold and asbestos abatement to treat. He stated that working with the consultant and insurance companies has alleviated some of the duration of this process and allowed for immediate mitigation. Mr. Sullivan inquired on the start date of that particular property with issues. Mr. Conway responded that that particular property was in the system for approximately eight to nine months. Mrs. Moore explained how insurance issues have to be resolved and funds disbursed before disbursement of the HP funds. She noted that the Agency's intent is to expedite this process and are always looking for ways to do so. Once the application is complete and assigned to Rancho Housing Alliance, homeowners are able to sign contracts with contractors to complete the work. Mr. Conway noted that the Agency has not received negative comments with respect to the time frames. Applicants are notified immediately when they submit an incomplete application. Mrs. Moore added that applicants are given plenty of time to respond to the request for documentation and are not arbitrarily removed. Mr. Sullivan referenced the update and stated that the scope of work for the properties in the review process did not seem complicated to correct. He asked if there was some way to insert a date of completed application on the update. He commented that some of the properties listed on the update seemed like they have been there forever. He referenced a property requesting to remodel the front yard and commented that it should not take that long to complete. Mr. Conway stated that the applicants recently added to the update are not aware of the actual improvements that are allowed. He noted that most of the items listed for improvements requested may not be the actual work accepted. He referenced the property on Portola Avenue and stated that that property will 8 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 need a variance and will need to submit plans to the Building Department for approvals. Mrs. Moore stated that the Agency does assist homeowners with submittals to the Building Department and often times the homeowners will request variances exceeding code requirements. She noted that the completion date, which is the actual date that the work has been agreed to, can be added to the update. Mr. Sullivan stated that a discussion had taken place previously with regard to the properties acquired by the Palm Desert Redevelopment Agency and how setting up a fast track program with the various departments within the City would expedite this process. He asked if there was a way to develop a fast track program for these types of issues. He mentioned that he understood that there are limitations to variances and can often go back and forth making it difficult to resolve. He asked if there was a way to take a complete packet and fast track it through the various departments in the City so that we don't have to stumble over these things. Mrs. Moore replied that the fast track process is already taken place especially if it is a health and safety issue. She noted that there is no problem within the departments unless there is a requested item that is difficult to accommodate. She commented that the turn around time has been relatively quick with respect to our departments. Mr. Conway explained how most of the work requested does not require plan check but instead over the counter service that does not take too much time. He noted how often times the duration of time will actually come from the homeowners who are concerned with a lien on their property and request a reduction in the funding amount creating a new work write up. Mr. Sullivan asked if the consultants are outside contractors that get reimbursed from the program's funds. Mrs. Moore stated that the consultant is Rancho Housing Alliance a local non- profit organization who works with several cities. Positive feedback has been received from homeowners with respect to Rancho's performance. She reiterated the uneasiness of the homeowners when it comes right down to signing the documents and their commitment to the program in terms of loans and liens against their properties. She commented that there are a few committed loans with payments, but most are deferred or grants, given that most of the homeowners cannot afford the payments. She noted that the program is very successful and a new article will be published in the City's Brightside for the month of November asking for participants. G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 Mr. Sullivan noted that he was bringing these comments up to see if we could improve the program and facilitate it in some type of a manner that does not place a homeowner in a queue for nine months or a year. He felt that it seemed that it took a large amount of time. Mrs. Moore stated that those properties that seemed to be on a queue for some time have not completed what they need in order to proceed. She stated that staff will do what they can to facilitate the program as well as note any comments from new applicants with regard to the duration of the application process. She stated that often times the work requests are not a health and safety issue but rather a personal upgrade such as a new stove and/or new cabinets that do not qualify under the program. She mentioned how applications are prioritized depending on the specifics of improvements. Energy benefits that will assist with the condition of the property are given consideration. Mr. Sullivan asked if a new column may be added to the update to include the approval date of the application. Natalie Russo asked where to find the description for a grant with lien. Mrs. Moore stated that the new Home Improvement packet provided to the Commission for review two months ago has the descriptions of the funding components. C. PALM VILLAGE APARTMENTS A memo was provided to the Commission with attached copies of the Certificates of Occupancies for buildings A, B and C. The Commission gave a round of applause to Bryce White. Bryce White was pleased to announce that the Palm Village Apartments are now complete and have been issued a Certificate of Occupancy. He noted that a grand opening would be scheduled at a later date. Leo Sullivan asked when the property would be occupied. Janet Moore stated that as soon as approvals are received from the County, she anticipated November as the first few move -ins. Mr. White reported a minor vandalism of which the Sheriff Department was able to provide additional patrol. 10 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc Housing Commission Minutes SEPTEMBER 12, 2007 D. Phase II 20-Acre Site Update: 1) Falcon Crest 2) La Rocca Villas Martin Alvarez reviewed the update provided by Cathy Walker. He reported that Phase I is complete with 100% occupancy for 30 homes. Phase II is 80% complete and Phase III is 45% complete. Mr. Alvarez reported La Rocca Villas structurally complete with minor punch items to complete. Pictures of La Rocca Villas were distributed to the Commission for review. At this time Leo Sullivan addressed Mr. Kelly and asked that the Council give consideration to Mr. Bob Such who has attended three meetings as a candidate for the membership of this Commission. He asked Mr. Kelly to facilitate his approval since he felt that the Commission has run into several problems recently where they barely have three people show up to a meeting due to certain situations. He noted that the Commission is down to five members and expressed how he felt this has really caused some headaches and how a quorum of three is needed to make anything work. Once again he asked Mr. Kelly, as a member of the Council, if he would try and facilitate Mr. Such's approval. Mr. Kelly stated that the request needed to come from staff and not a request on his behalf. Mr. Sullivan noted that he just wanted the issue brought to Mr. Kelly's attention. Mr. Kelly reiterated that the request needed to come from staff. Janet Moore stated that staff would forward a request. IX. ADJOURNMENT With members of the Housing Commission concurrence Vice -Chairman Leo Sullivan ad ned the meetinat 4:30 p.m. to October 10, 2007. Patty Leon, Rebording Secretary 11 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\9-12-07 .doc