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HomeMy WebLinkAboutMinutes - Housing Commission 11/10/2010PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: JANUARY 19, 2011 SUBJECT: HOUSING COMMISSION MINUTES Attached are the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held January 12, 2011 as follows: November 10, 2010 December 8, 2010 Please submit to the Housing Authority Board. Thank you. cc: John M. Wohlmuth, Executive Director `ePp�J� `} I ,BY HOUSG AUTH ON - ?OI I VERIFIED BY:. %_.L) Original on file with City Clerk's Office G',\rda\l'atty Leon'Housing Commissio,$.Miscellaneous'Memos\Memos to City Clerk HGI-IAC - Minutes doc CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES NOVEMBER 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 Wade Tucker Jane Turner Also Present: Members Absent: Jean M. Benson, Councilmember Liaison William R. Kroonen, Councilmember Justin McCarthy, ACM Redevelopment/Housing Janet Moore, Director of Housing James Conway, Project Coordinator Patty Leon, Recording Secretary Guest(s): Robert Nevares, Catalina Gardens resident III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A. MINUTES of the Regular Housing Commission meeting of October 13, 2010. With a Motion made by Commissioner Turner and seconded by Commissioner Tucker the minutes of October 13, 2010 were unanimously approved. V. REPORTS AND REMARKS 1 Housing Commission Minutes November 10, 2010 A. COMMISSION REPORTS Commissioner Natalie Russo reported on the Housing Ad Hoc Subcommittee meeting. In attendance were Jane Turner, Natalie Russo, Councilmembers Jean Benson and William Kroonen, Agency staff members and Interactive Design. Interactive Design presented preliminary design plans of Carlos Ortega Villas. The plan includes approximately 73 units as well as studios; all single story buildings. She further noted that the complex will be designated for seniors. Commissioner Jane Turner also mentioned that the members suggested including design elements that will reflect Carlos Ortega's heritage. Commissioner Gene Colombini inquired on the design plans. Janet Moore stated that the design plans are preliminary at this time and once they are finalized they will be brought to this Commission. B. MONTHLY OCCUPANCY STATUS REPORT RPM WEEKLY ACTIVITY STATISTICS The Commission reviewed the Monthly Occupancy Status Report and Weekly Activity Statistics for September. Janet Moore commented on the low number of vacancies and mentioned that the properties are doing very well considering the economy. Commissioner Natalie Russo stated that it was exceptional to see one vacancy at the senior properties. C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for September. Janet Moore stated that approximately 80% of the Housing Authority units are below 50% of the county median. Councilmember Liaison Jean Benson asked if all the units at the properties have been renovated. Mrs. Moore stated that 30% of the units are either new or have been renovated. The plan is to renovate as many units as possible through attrition. Taos Palms had a unique opportunity where half of the property became vacant and therefore all units were renovated at one time. Desert Pointe units will be 2 Housing Commission Minutes November 10, 2010 renovated as they become available, if needed. She noted that the units at One Quail Place are in good shape. James Conway added that there are three different levels when renovating a unit. Level 1 is known as a "turn" which is fresh paint, new flooring and/or carpet, if needed, and made ready to lease. Level 2 are minor renovations that exclude rewiring and plumbing. Level 3 includes detailed renovations such as rewiring, plumbing, and the structural integrity of the unit. Councilmember Benson asked if a schedule was in place to check the units on a regular basis. Mr. Conway stated that the units are inspected twice a year to ensure smoke detectors are operable and document condition. In some cases, tenants are asked to transfer to a similar unit that has been renovated or in good standards in order to upgrade. Mrs. Moore added that units are renovated once they become vacant. She provided an example of a previous tenant who was in a wheelchair and had difficulties maintaining his unit. Once the unit was vacant, a significant amount of renovations were conducted to ensure the unit was hygienically clean and in good condition. Commissioner Donna Lewis commended Teresa Vakili and RPM Company for an outstanding job of maintaining the units occupied and consistent. Mrs. Moore stated that it is hard work to maintain the properties. The Housing Authority (HA) properties have policies and procedures in place, which are able to get qualified tenants that want to stay. The turnover ratio varies depending on the property. Commissioner Wade Tucker asked on the maximum number of children allowed in a unit. Mrs. Moore stated that there is a law governing the minimum and maximum number of people to a unit. Housing and Urban Development (HUD) follows the "two people per bedroom" policy where a family of five is allowed in a two bedroom unit; the fifth person can sleep in the living room. Fair Housing adopted an additional rule where property owners cannot tell families how to live but can tell them they are over occupying the property. Commissioner Tucker asked if a five person household could be composed of five adults to which Mrs. Moore replied yes. Mrs. Moore stated that when a tenant is overcrowded at the HA properties they are in violation of the administrative policy. The HA will assist the families with 3 Housing Commission Minutes November 10, 2010 homeownership opportunities, depending on income and family size, or relocate to a complex that have 3 to 4 bedroom units such as Hovely Gardens. The Agency does not manage Hoveey Gardens but maintain a good working relationship with the developer. Commissioner Tucker asked if the property next door to Las Serenas known as the "Regent" had affordable units. Mrs. Moore stated that the Regent previously known as San Tropez was granted a density bonus through the planning approval based on what was allowed in the development. As a condition of approval, the Regent is required to provide affordability. In the past, the Planning Commission would review the agreements in the event they were in violation. Planning Commission deferred that responsibility to the Housing Division. Staff sends a compliance report once a year to every development and the developers must return the report to show that they are in compliance with their agreement and terms of affordability. Upon question, Mrs. Moore stated that the units at the Regent are counted towards the HA affordability portfolio. Although the State affirms that if a unit is not provided with utility allowance then it may not be counted as affordable. Staff worked with the new owner at the Regent and is now providing utility allowances to those families with restricted incomes. The owner has mentioned that they have 6 years left on their 30 year requirement and are oversubscribed on the affordability required. They are required to accommodate 103 affordable units and they currently rent 140 units to families of restricted incomes. Commissioner Tucker asked if the Regent was the only property in Palm Desert with an affordability restriction. Mrs. Moore reported that there are quite a few developments in Palm Desert that have 10% or 20% affordable units within their complex. An example provided was Canterra, out of 306 units available, 31 are considered affordable. Canterra had entitlements to build Phase II with an additional 31 units however that Phase was canceled. Canterra is required to disperse the affordable units within their complexes instead of all in one location. She noted that there are some affordable units that were approved but have not been built yet. Upon question on advertising, Mrs. Moore stated that it is the owners' responsibility to promote the affordable units. D. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS 4 Housing Commission Minutes November 10, 2010 The Commission reviewed the Monthly Net Operating Income Statements for September. E. HOUSING AUTHORITY PROPERTIES UPDATE The update on the Housing Authority properties was reviewed by the Commission. James Conway summarized the report. Commissioner Jane Turner referenced the report and asked on the cause of damage to the post Tight fixtures at five locations. Mr. Conway stated that the damage was caused by erosion, rust from water turf areas. Commissioner Turner inquired on the damaged door at Palm Village caused by a resident and asked if the tenant was billed; Mr. Conway replied it was an eviction and the deposit was kept to replace the door. Mr. Conway provided a brief update on the new landscape company that has been maintaining the properties since September. He explained how summer to fall are the most difficult months for landscape and at the same time the properties are transitioning to a new landscape company that needs to understand 40+ acres of landscape to maintain. He noted that there has been some challenges but has seen some progress. Within the scope of the landscape contract, there is an activity schedule weekly, as well as monthly. Weekly walks are conducted with the landscape company and city staff members after a property has been landscaped. Within that activity schedule there are various components to report such as condition of turf and pruning as well as attention to detail and are signed off by either the manager and/or specialist. Once those reports are completed they are forwarded to the landscape provider along with color pictures. This will allow the landscape company to complete any areas of concerns as well as their daily maintenance requirements, until they are familiar with City standards. There is generally a grace period to allow the landscape company to learn and become familiar with the properties; effective December 1, 2010 that 90 day period will expire. At that point in time, the Authority is able to take action in accordance with their contract in the event they do not perform or move forward with the termination process if that is appropriate. Commissioner Turner asked if any consideration has been given to change the timing of the contract so that the new contract does not pick up during the difficult months. 5 Housing Commission Minutes November 10, 2010 Mr. Conway replied yes unfortunately the last contract expired during the month of August since the previous landscape company declined to move forward with the contract. He noted that this is the first year the Authority awards a two- year contract with an option for a third year. Justin McCarthy stated that the Authority is obliged under the public works code to accept the lowest bidder. Contractors are figuring what it really costs to do this job that the next time they bid, they bid higher in order to make a profit. This landscape contractor will go through the same learning curve as the others. Staff is evaluating a solution not only with this matter but across the board. Robert Navares suggested the landscape company consider the over planted areas at Catalina Gardens and remove some of the shrubbery to make the job a lot easier, faster and cleaner. He commented that some of those areas never get touched. Mr. Conway stated that Catalina Gardens has more planted shrubbery than the other properties which take extra time and work. This work order is on the budget but has not been addressed with the landscape company until they get to the level of performance required. If the landscape company does not perform within the next few weeks, staff can go out to bid for that specific service. He noted that the landscape company is responsible for every planter and the pruning of trees to a certain height as stated in the contract. Mr. Navares mentioned that the roses at Catalina Gardens look bad (pathetic). Janet Moore stated that when landscape requires altering, the Landscape Department takes part in assessing. City staff is not an advocate on taking out plants that look healthy even if they're overgrown. Catalina had a very lush landscape however has overgrown with time. She mentioned that a couple of years back there was a freeze and some of those plants were removed. Staff is aware of the overgrown shrubbery and will address with the landscape company once they reach the level of performance per the contract. Upon question to convert to desert landscape, Mr. Conway mentioned that areas that have overspray issues and grass turf with water runoffs will be first priority. Areas that are usable for children will be kept with turf. Commissioner Tucker asked on what the landscape company gets paid extra for and inquired on the flowers. Mr. Conway stated that the flowers are part of the contract. Extra services are items that are abnormal such as broken sprinklers caused by children. The contract specification packet outlines the general day to day maintenance care to include sprinklers and valves. As part of the contract, a performance and 6 Housing Commission Minutes November 10, 2010 payment bond are required and may be withheld depending on their performance. Mrs. Moore also added that an example of extra services would be like the freeze that took place a few years back which is not the responsibility of the contractor. The extra services were added in the contract in the event of unforeseen situations as well as prices including the turf conversion project. Upon question if the landscape company may walk away from the contract, Mr. Conway responded that the company would risk losing their payment and performance bond capabilities; those are reasons to motivate their performance. Discussion ensued with the previous landscape company Sierra and how they wanted to make up for their loss. Commissioner Gene Colombini asked if the current landscape company knew the conditions of the properties when they took over the contract. Mr. Conway stated that as part of the notice to bidders and in the bid package, bidders are required to walk and inspect all aspects of the properties before submittals. Since September staff has not formally accepted a property to the City's standards. Mrs. Moore added that there have been meetings with the vice-president of the company and they have been provided with binders that include pictures showing the areas of concerns. It was explained that this transition is common. Staff will continue to stay on top of the landscape company. Mr. McCarthy noted that the City's level of contract management required to perform by staff is significant. He thanked James Conway and the landscape management staff. Mrs. Moore commented that the landscape company should understand the properties very well by the time the housing tour is scheduled sometime in March. Mr. Conway provided a short presentation on earthquake preparedness at the properties. Mrs. Moore mentioned that letters will be sent to the residents at Las Serenas that will include a smiley plaque that residents can use to display on their windows indicating they are okay after an earthquake. The letter will also include a reminder of items to store such as water. 7 Housing Commission Minutes November 10, 2010 Mr. Conway stated that within each property there are emergency exit plans and designated safe areas. Emergency backpacks have been created for on - site staff that includes masks, digital cameras, earplugs, first aid, gloves, batteries, over $300 worth of equipment. In the event of an earthquake, those assigned personnel will be given a backpack and asked to do a quick assessment of the property. Personnel are not trained to assist with medical aid. He noted that Catalina Gardens had a recent meeting regarding emergency preparedness. The City also hosted an awareness meeting that included staff from different cities and schools. Mrs. Moore clarified that the property managers, maintenance staff and city staff are not first responders. The appropriate parties will need to respond to emergency situations. Staff is asked to assess the properties and secure areas of concern such as fallen trees. Commissioner Colombini commented that there will be so many calls for police and fire, in the event of a catastrophic earthquake asked if property managers would be trained to perform CPR. Commissioner Tucker stated that he received CPR training from the Fire Department. He also noted that most tenants at Las Serenas do not show up to training meetings; out of 150 residents only 26 showed up to the last meeting. Robert Navares commented that he volunteered to assist the residents at Catalina Gardens by showing residents how to fasten heavy equipment down. To this date, no one has called to request his assistance. Mrs. Moore stated that there are personal liability issues to consider when performing CPR and it is up to an individual if they wish to be trained. She noted that at this time, staff wanted to show the Commission how staff is moving forward with earthquake preparedness at the properties. Mr. Conway stated that more educational meetings will be provided in hopes the tenants have a better understanding. He used the recycling issues as an example of getting everyone onboard and how at first there was reluctance but now we are seeing over 50% diversions and a 70% savings. VI. NEW BUSINESS VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. AGENCY HOME IMPROVEMENT PROGRAM UPDATE 8 Housing Commission Minutes November 10, 2010 An update on the Home Improvement Program (HIP) was provided to the Commission for review. James Conway summarized the report and stated that there are 22 applicants listed on the report. Janet Moore noted that the report will be modified to include disbursed amounts for the last fiscal year. At this time, Commissioner Natalie Russo reminded the Commission of Veterans Day celebration at Freedom Park at 11:00 on Thursday, November 11 2010. Justin McCarthy stated that Lieutenant Commander Steven Ures, Navy Aviator, will be the speaker at the Veteran's Day celebration. He noted that Lt. Commander Ures is Cathy Walker's husband, Senior Management Analyst for the City. IX. NEXT MEETING DATE — December 8, 2010 ADJOURNMENT Natalie Russo, Housing Commission Chair, adjourned the Housing Commission meeting at 4:30 p.m. 0-)LD Patty Leon, Recording Secretary 9