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HomeMy WebLinkAboutMinutes - Housing Commission 01/12/2011PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: FEBRUARY 15, 2011 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held February 9, 2011 as follows: ➢ January 12, 2011 Please submit to the Housing Authority Board. Thank you. cc: John M. Wohlmuth, Executive Director HOUSG AUTH ON —, cl ,2 C / l VERIFIED BY: /ene-hi Original on file with City Clerk's Office G \rdaV'atty LeonV-Iousmg CommissiortMiscellaneous\Memos\Memos to City Clerk I-ICu-IAC - Minutes doc CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES JANUARY 12, 2011 I. CALL TO ORDER Jane Turner, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Donna Lewis Natalie Russo Wade Tucker Jane Turner Also Present: Jean Benson, City Councilmember Liaison Janet Moore, Director of Housing Jessica Gonzales, Management Analyst James Conway, Project Coordinator Patty Leon, Recording Secretary Guest(s): Teresa Vakili, RPM Company Robert Nevares, Catalina Gardens resident III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR Members Absent: Gene Colombini I) MINUTES of the Regular Housing November 10, 2010. Commission meeting of With a Motion made by Commissioner Wade Tucker and seconded by Commissioner Natalie Russo the minutes of November 10, 2010 were unanimously approved with a clarification to page 7. 1 Housing Commission Minutes January 12, 2011 Commissioner Wade Tucker referenced page 8 and asked for clarification on the letters sent to the tenants at Las Serenas with respect to earthquake instructions. Janet Moore clarified that those letters have not been sent to the tenants of Las Serenas yet. The minutes will be changed to reflect the correct status of the letters. Commissioner Tucker also inquired on the emergency backpacks discussed on page 8. James Conway explained that those emergency backpacks were created for onsite staff and not necessarily for tenants. A sample backpack was presented to the Commission at the last meeting to show the equipment and its use. He noted that Las Serenas staff members were trained for emergency situations and have established a system. The intent is to assign emergency backpacks to a trained staff member. He noted that this plan has not been implemented but those are the intentions. Mr. Tucker commented that several tenants from Las Serenas had training as well and were provided with first -aid kits. Mrs. Moore stated that staff is working with the City's Risk Manager to inquire on personal survival kits from vendors that possibly may be sold to tenants that are interested. Mr. Robert Nevares commented that Home Depot has emergency kits available for purchase. Upon question of weekend staff, Mrs. Moore stated that there is staff allocated to respond to emergency situations on Saturdays and Sundays. Although tenants play a key role in providing care for themselves, RPM staff and first responders (i.e. police and file) are responsible in emergency situations. Mrs. Moore explained that the emergency backpacks are to be used primarily for the property to ensure the safety of the tenants by roping off unsafe areas and assessing the property. Additionally, in the event of a major earthquake, staff is to assess the condition of the area and provide the necessary reports to FEMA. Mr. Conway stated that staff will be trained on proper procedures in the event of a disaster. 2 Housing Commission Minutes January 12, 2011 II) MINUTES of the Regular Housing Commission meeting of December 8, 2010. With a Motion made by Commissioner Wade Tucker and seconded by Commissioner Donna Lewis the minutes of December 8, 2010 were approved with Commissioner Natalie Russo abstaining. V. REPORTS AND REMARKS A. COMMISSION REPORTS No reports B. SUMMARY OF CITY COUNCIL, REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY AGENDA ITEMS AND ACTIONS Jessica Gonzales summarized the memo provided to the Commission. Commissioner Jane Turner inquired if the City Council had continued the 2011 Consultant Master List to allow the Housing Commission to review. Janet Moore stated that it was continued at the Council meeting for other reasons but allowed the Commission to provide a recommendation at this meeting. C. MONTHLY OCCUPANCY STATUS REPORT RPM WEEKLY ACTIVITY STATISTICS Teresa Vakili reported that the properties continue to maintain a high occupancy. She provided a service call request update from all the properties as follows: 14% of calls for appliances, 25% for ac and/or heating (major increase due to the cold weather), 12% for electrical, 27% for plumbing, and 2% for safety; a total of 1048 service requests calls for the months of October, November and December. D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for November. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS 3 Housing Commission Minutes January 12, 2011 The Commission reviewed the Monthly Net Operating Income Statements for November. F. HOUSING AUTHORITY PROPERTIES UPDATE The update on the Housing Authority properties was reviewed by the Commission. James Conway summarized the report. Mr. Conway stated that Catalina Gardens had 78 service requests that were due to switching the unit from AC to heat which requires pushing a button manually. Tenants are allowed to manually switch from AC to heat, however most prefer the maintenance staff to switch the button. Councilmember Liason Jean Benson inquired if staff had to enter the units every year to switch from AC to heat; Mr. Conway replied yes which is preferred by RPM. Teresa Vakili stated that most tenants do not want to switch to heat and therefore there is no need to enter their unit. VI. NEW BUSINESS A. 2011 CONSULTANT MASTER LIST Janet Moore stated that the City Council reviewed the 2011 Consultants Master List at their last Council meeting and asked for a second review to provide priority to local vendors. The list was revised to define the vendors as follows; local vendors are in the first section, the regional vendors are in the second section, statewide vendors are in the third section and the out- of-state vendors are in the last section. Commissioner Wade Tucker inquired on contracts valued at more than $25,000. Mrs. Moore stated that there are several different processes to request information from qualified consultants for projects over $25,000. One process mentioned was the Request for Qualification (RFQ) which is generally used for architects and engineers. Secondly, there is the Request for Proposal (RFP) for specific services in the event a consultant is not listed in the protected category. The Housing Commission will review projects exceeding $25,000 at the Housing Authority properties and provide a recommendation to the Housing Authority. 4 Housing Commission Minutes January 12, 2011 Councilmember Liaison Jean Benson asked how the consultants are contacted. Mrs. Moore stated that a notification was sent out advising that the consultants list or request for qualified applicants was open. Those interested were asked to download an application from the City's website. Rec: By Minute Motion: Motion was made by Commissioner Natalie Russo and seconded by Commissioner Donna Lewis to forward the recommendation to the Housing Authority to: 1) Approve the 2011 Consultants Master List; 2) Authorize staff to negotiate agreements and contract amendments with qualified consultants for up to $25,000 per project, 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. 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 there is no significant change from the last report. He reported that it has been a very productive year. Commissioner Wade Tucker inquired on a project listed with no funds committed. Mr. Conway stated that that particular applicant is in the application stage, a work write up has not been established to estimate a price to commit funding. Commissioner Natalie Russo inquired on the property on hold with funds of $45,000 committed. Mr. Conway stated that after the application was approved and funding was committed, the property owner decided to refinance their property which placed the project on hold until further notice from the owner. 5 Housing Commission Minutes January 12, 2011 Councilmember Liaison Jean Benson inquired on the Desert Rose property and the scope of work completed. Mr. Conway stated that most of the work was mold abatement due to a broken condensation line that leaked between the walls and caused mold. It was noted that the homeowner neglected to properly maintain the condensation line. With regard to the landscape renovation listed at this property, Mr. Conway stated that it is currently on hold waiting for the turf conversion plan from the Landscape Department. Janet Moore stated that the mold issue was a significant amount of repairs. The owner was given a differed loan which means that at sale it will have to be paid back with 3% interest to the Agency. Councilmember Benson asked if there is a yearly inspection at the for -sale properties to see if there is mold. Mrs. Moore stated that the properties are privately owned and the Agency does not have a right to enter, unless the homeowner contacts the Agency. A package with respect to information relative to basic reminders that will include the "set to save program" where Southern Edison will actually inspect the ducts and units is being compiled and will be mailed to property owners. Mr. Conway stated that the Agency owns several homes in the Desert Rose community and inspections of all equipment upon acquisition and re -sale. IX. NEXT MEETING DATE — February 9, 2011 A. A memo was provided to the Commission listing the Housing Commission revised meetings scheduled for 2011. The August meeting was discussed regarding cancellation at this point so people could plan accordingly. Councilmember Liaison Jean Benson commented that most Commissions and Committees go dark in August. Motion was made by Commissioner Wade Tucker and seconded by Commissioner Natalie Russo to cancel the meeting in August unless there are pending items that require an action by the Commission on Housing Authority items. Janet Moore stated that the City Council will interview Commission/Committee member whose terms have expired for both reappointments and new appointments. Commissioners might receive a call to come in and re -interview 6 Housing Commission Minutes January 12, 2011 given that there are new City Councilmembers that would like to take the opportunity to meet the members. It was noted that the Housing Commission has two vacancies, one at large and one tenant from the Housing Authority properties; Mr. Robert Nevares submitted an application to fill the tenant position. ADJOURNMENT Jane Turner Housing Commission Chair adjourned the Housing Commission meeting at 4:05 p.m. Patty Leon, Recording Secretary 7