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HomeMy WebLinkAboutHousing Cmsn - 02/10/10PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: MARCH 11, 2010 SUBJECT: 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 Rii f /e BY HOUSG AUTH 7 ON. . 3.- 6 -ccir- C VERIFIED B Y: __.LLZ Original on file with City Clerk's Office 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 Commissioner Tucker and seconded by Commissioner Lewis the minutes of January 13, 2010 were unanimously approved with Commissioner Smith abstaining. 1 Housing Commission Minutes FEBRUARY 10, 2010 V. REPORTS AND REMARKS A. COMMISSION REPORTS 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. 2 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 this 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 4 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 well. Wade Tucker asked if tenants at La Rocca Villas can apply for public 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 Quail 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 6 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 lot 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 8 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 HP 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 18th. 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 will 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 Commissigp meeting at 4:26 p.m. to March 10, 2010. Patty Leon, R cording Secretary 9