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HomeMy WebLinkAboutHousing Cmsn - 12/09/09PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: JANUARY 14, 2010 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the Housing Commission meeting held January 13, 2010: December 9, 2009 Please submit to the Housing Authority Board. Thank you. cc: John M. Wohlmuth, Executive Director ,le(-1 BY HOUSG AUTH oft/ 45.ktv ON / - ACW) 0 VERIFIED BY: ' J/(' / "r Original on file with City Clerk's C' -` n CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES December 9, 2009 I. CALL TO ORDER Verna Smith, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Donna Lewis Natalie Russo Verna Smith 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): Teresa Vakili, RPM Company Donnie Garibaldi, RPM Company Cathy Walker, Senior Management Analyst Veronica Tapia, Redevelopment Accountant II Members Absent: III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A. MINUTES of the Regular Housing Commission meeting of November 10, 2009. 1 Housing Commission Minutes DECEMBER 9, 2009 With a Motion made by Commissioner Turner and seconded by Commissioner Russo the minutes of November 10, 2009 were unanimously approved. V. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore stated that there is a staff report for discussion under New Business with regard to Carlos Ortega Villas; no other activity to report. 8. AUTHORITY BOARD LIAISON, RICHARD S. KELLY, APPRECIATION PRESENTATION On behalf of the Mayor and City Council, Councilmember Liaison Richard Kelly, presented each member of the Housing Commission with a gift certificate and thanked them for their dedication and service. C. 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 Ordinance No. 1200, an ordinance of the City of Palm Desert amending and restating Chapter 8.36 regulation and prohibition of smoking of the Palm Desert Municipal Code was attached to the summary for the Commission's review. Janet Moore stated that the Ordinance is on the Agenda for the City Council as second reading. The Ordinance regulates and prohibits smoking in certain locations in Palm Desert to include the Housing Authority properties where it will limit smoking in community spaces. With regard to pool areas, a location will be designated as smoking. Tenants will be allowed to smoke inside their units and patios. Once this Ordinance is in effect, tenants will be notified. Wade Tucker asked where the statistics on the Ordinance came from. Mrs. Moore replied that a committee was in place for this purpose and the information provided was compiled by the Planning Department. Mr. Tucker commented that several tenants at Las Serenas smoke on their patios which affect the neighboring tenants forcing two people to move out. 2 Housing Commission Minutes DECEMBER 9, 2009 Mrs. Moore stated that the Ordinance applies to City owned properties and not privately owned properties. One suggestion made to the City Attorney was that in addition to prohibiting smoking in common areas consideration should be given to make buildings non-smoking sometime in the future. RPM has mentioned that non-smoking units are highly sought after in other communities. D. MONTHLY OCCUPANCY STATUS REPORT RPM WEEKLY ACTIVITY STATISTICS The Commission reviewed the Monthly Occupancy Status Report and Weekly Activity Statistics for October. Verna Smith referenced the Monthly Occupancy Status Report and inquired on the number of traffic qualified for the month of September and October. Teresa Vakili stated that the property managers did a lot more calling in order to lease the vacant units during those two months and therefore the numbers are much higher. E. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for October. Janet Moore stated that that Report 1 was modified to increase the font size. F REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for October. Janet Moore reported that the affordable properties are in competition with other market rate properties in Palm Desert in terms of rent. She mentioned that tenants are moving out to privately owned properties since the rents are lower and tend to be more lenient with the documentation requirements. The affordable properties are now serving tenants in the very low and low categories as opposed to the high end of low or moderate which have brought revenues down. Staff will request a reduction in revenues for the budget year in January. The occupancy percentage continues to be high compared to other properties, however, the Net Operating Income for the month of October is negative due to the revenues being down. Jane Turner asked why the reports were a month behind. 3 Housing Commission Minutes DECEMBER 9, 2009 Janet Moore stated that RPM is required to provide the reports to the Housing Authority by the 20th of the month for the previous month. G. HOUSING AUTHORITY PROPERTIES UPDATE The update on the Housing Authority properties was reviewed by the Commission. James Conway summarized the report, stating that properties are inspected on a quarterly basis to include rooftops, down spouts, buildings, carports, walkways, pool room, stairwells, etc. Upon question of any roof problems due to the rain, Mr. Conway stated that there were no problems reported. Wade Tucker commented that the landscape has improved tremendously at Las Serenas and noted that the landscape company was doing a better job of keeping the grounds clean. Janet Moore stated that James Conway has been on top of Sierra Landscape to ensure that they comply with the requirements of the contract. We prepared a binder with concerns and pictures and provided it to them. Mr. Conway stated that staff is working on providing a report that shows examples of the different energy and recycling efforts. Staff tracked the recycling implementations to include building enclosures, trash reductions, and educating properties which resulted in a savings of $65,000 for all of the properties; One Quail Place is expected to receive $42,000 in savings this year. In addition, staff is also tracking water and gas conservation. All of the properties are currently either in efficient stage or excellent with respect to water conservation. VI. NEW BUSINESS A. ELECTION OF OFFICERS With members of the Commission in concurrence, Natalie Russo was nominated as Chair and Jane Turner as Vice Chair. Both Natalie Russo and Jane Turner accepted the office to which they were elected. Rec: By Minute Motion: 4 Housing Commission Minutes DECEMBER 9, 2009 Action: Motion was made by Commissioner Turner and seconded by Commissioner Tucker to elect Natalie Russo as Chairwoman commencing January 2010 for a term of one year. Action: Motion was made by Commissioner Tucker and seconded by Commissioner Lewis to elect Jane Turner as Vice -Chair commencing January 2010 for a term of one year. Janet Moore stated that there are currently two vacancies for the Housing Commission; one at large and one from the Housing Authority properties. Mrs. Moore noted that the seat available from a property resident is available to everyone; however, would prefer one from the larger properties such as One Quail Place or California Villas. She reported that the Council will be conducting interviews on Friday, December 11, 2009 to fill the vacancy at large. B. CARLOS ORTEGA VILLAS — AWARD OF CONTRACT Rec: By Minute Motion: Action: Motion was made by Commissioner Turner and seconded by Commissioner Lewis to forward the recommendation to the Housing Authority Board to authorize to negotiate and finalize a Professional Services Agreement for architectural services for Carlos Ortega Villas Janet Moore stated that a committee was formed, consisting of staff members from different departments, to review the submissions for the architectural services for Carlos Ortega Villas. The conceptual design, reviewed by the Housing Adhoc Subcommittee, was provided as part of the Request for Proposals (RFP). Of the 178 that requested packets 31 submitted proposals. The committee reviewed the proposals and rated each one based on a point system. The Council Sub -Committee and staff interviewed the top 4. From the results of the survey and interviews, KTGY was selected as the architect for Carlos Ortega Villas. C. 2010 PALM DESERT HOUSING AUTHORITY VENDOR LIST Rec: By Minute Motion: Action: Motion was made by Commissioner Russo and seconded by Commissioner Lewis to forward the recommendation to the Housing Authority Board to authorize the use of named 5 Housing Commission Minutes DECEMBER 9, 2009 vendors for purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority properties Veronica Tapia summarized the staff report. Upon question, Janet Moore stated that the vendor list is updated on an annual basis. She mentioned that the vendor list will allow RPM Company to continue to operate the properties without interruptions and avoid losing revenue because a unit cannot be turned in a timely manner. For this reason it was added to the purchasing ordinance. Wade Tucker inquired on the process for vendors to get on the list. Mrs. Moore stated that RPM Company is tasked, as part of their contract, to go out to bid for routine and recurring services on a continual basis. The process of vendor selection is different in that public contract law states that you have to take the lowest bid, but because these are operational costs it falls in a different category. Therefore, the vendor list has more than one vendor that provides the same services or supplies, which is beneficial to the properties. RPM is consistently ensuring that we are getting the best quality at the best price in a timely manner and has that as an ongoing responsibility. Upon question of vendors out of the area, Teresa Vakili clarified that most of the vendors have corporate offices out of the area but have local offices in the valley. Jane Turner inquired if Palm Desert vendors are used whenever possible to which Teresa Vakili replied yes. D. 2010 CONSULTANTS LIST Rec: By Minute Motion: Action: Motion was made by Commissioner Tucker and seconded by Commissioner Russo to forward the recommendation to the Housing Authority Board; 1) Approve the 2010 Master Consultants list; 2) Authorize staff to negotiate agreements and contract amendments with qualified consultants for up to $25,000, and authorize the City Manager/Executive Director to execute same; and 3) Approve the proceedings for selection and award of contracts as set forth in the report authorized by Section 3.32.090 of the Palm Desert Municipal Code 6 Housing Commission Minutes DECEMBER 9, 2009 Janet Moore summarized the report, stated that the Agency requests information with respect to qualifications for consultants who wish to be considered for the approved Consultants' List on an annual basis. This list is used for minor services such as architectural and engineering that are valued less than $25,000. A committee of staff members reviewed the applications for consideration. She noted that this list is used by the City of Palm Desert, Redevelopment Agency and Housing Authority; the Housing Authority does not use this list as frequently given that a vendor list is in place for the 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 that 6 homes have been completed, 5 are in construction, and 9 are in the application stage. Janet Moore reported that the Home Improvement Program has received 23 applications as of December 1st. During the fiscal year 08/09 the Home Improvement Program received 27 applications over the entire 12 months which was considered the record breaking year. Discussion ensued with possibly bringing before and after pictures but found that most home improvements are HVAC and energy issues and do not show drastic changes. James Conway mentioned that there are several homeowners in Desert Rose that upgraded their AC units to variable speeds two stage units which resulted in energy savings and reductions. He mentioned that in the future the idea is to have a model unit at Desert Rose that demonstrates the options available for energy upgrades. Verna Smith commented that a lot of people don't know of the Home Improvement Program and it may be that it is not being published/advertised to the public to show what it offers and how important it is. 7 Housing Commission Minutes DECEMBER 9, 2009 B. TAOS PALMS RENOVATION UPDATE Pictures of the construction progress were distributed for the Commission's review. IX. NEXT MEETING DATE — January 13, 2010 A. Schedule of Housing Commission meeting dates for 2010 Janet Moore stated that the meetings of April 14 and July 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 March meeting to April 7th and the June meeting to July 7th. She noted that if the Commission wanted to leave April meeting as it is, that would be fine since there is a another City Council meeting scheduled for that month; however, in July the Council only meets once due to their summer schedule. Motion was made by Commissioner Turner and seconded by Commissioner Tucker to reschedule the April and July meetings accordingly to accommodate actions required by the Commission on the Housing Authority agenda. Janet Moore stated that an updated schedule of meeting dates for 2010 to include the change will be provided to the Commission at the January meeting. ADJOURNMENT Verna Smith, Housing Commission Chair, adjourned the Housing Commission meeting at 4:10 p.m. to January 13, 2010. Leon, ecordin Secreta ry g 8