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HomeMy WebLinkAboutMinutes - Housing Cmsn - 05/13/2015PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: June 11, 2015 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held June 10th, 2015 as follows: (x) Meeting Minutes for May 13th, 2015 Please submit to the Housing Authority Board. Thank you. 02)-u)E3Y HOUSG AUTH t5_ ONE VERIFIED BY:, OK ( Original on file with City Clerk's OffiCr G U-IOUSING'Patty Leon \ lousing Commission \Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes doc CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES MAY 13, 2015 I. CALL TO ORDER Mike Lewis, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Mike Lewis — Chair Jane Turner — Vice Chair Gregory Ballard Heather Horning Robert Nevares Wade Tucker Joy Whitehurst Others Present: Sabby Jonathan, City Council Member Liaison Janet Moore, Director of Housing Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Teresa Vakili, RPM Company Heather Buck, Project Coordinator III. ORAL COMMUNICATIONS Commissioner Gregory Ballard suggested adopting a policy that would allow members of the Housing Commission the first right of refusal to rent at the properties. He mentioned that Commissioner Robert Nevares expressed interest in Carlos Ortega Villas and felt that Commissioners should be given the right to transfer. Janet Moore explained that current tenants are allowed to request a transfer to any complex and depending on the request or priority for specific reasons (i.e. disability, etc.) may be moved to the top of the waiting list. However, the law does not allow giving preferences to anyone who does not have a special consideration. Commissioner Joy Whitehurst agreed and felt it was a conflict of interest for Housing Commissioners to be placed on the top of the list. Staff 1 Housing Commission Minutes MAY 13, 2015 prefers that current tenants contact the leasing office if they are interested in moving to Carlos Ortega Villas in the event there is a priority or preference that may be taken into consideration. IV. AWARDS, PRESENTATIONS, AND APPOINTMENTS V. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of April 8, 2015: Motion was made by Commissioner Wade Tucker to approve the minutes of the April 8, 2015 meeting. Motion was seconded by Commissioner Joy Whitehurst and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). VI. NEW BUSINESS A. Change Order No. 10 — Carlos Ortega Villas ("COV") Heather Buck summarized the staff report, stating that this change order is a deductive change order that will allow an overall credit back to the Housing Authority. One of the largest credit mentioned was the roofing material modified to bitumen roll roofing (also called asphalt roll roofing). Commissioner Jane Turner referenced page 2 of the staff report and stated that the revised contract total was calculated incorrectly. Mrs. Buck mentioned that she would correct those figures. Motion was made by Commissioner Jane Turner to forward a recommendation to the Palm Desert Housing Authority to approve the Deductive Change Order No 10 to Contract No. HA29410B with Optimus Construction Inc. in the amount of $13,133.35 for construction of the Carlos Ortega Villas. Motion was seconded by Chair Mike Lewis and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). B. Authorize the use of Home Depot U.S.A. Inc. Commissioner Joy Whitehurst mentioned that she thought the Housing Commission had made a discussion last year to use Lowes instead of Home Depot. Janet Moore stated that the Housing Commission had approved the use of both Home Depot and Lowes. Staff anticipated bringing Lowe's for recommendation at this meeting as well but had not received all the 2 Housing Commission Minutes MAY 13, 2015 documentation required. A staff report will be brought to this Commission at the next meeting for recommendation of Lowes with an increase to the amount since paint will now be purchased at Lowes that was previously purchased from another vendor. Mrs. Moore stated that although Teresa Vakili has cautioned her staff to use Lowe's at all times possible, Home Depot carries supplies that Lowe's does not. She mentioned that at one point RPM had a five day average turnaround on units when vacated due to the immediate accessibility of supplies from Home Depot. Commissioner Jane Turner questioned if staff had contacted Lowes to provide them with a list of the inventory regularly used at the properties in hopes they can stock those items. Teresa Vakili replied that Home Depot carries items/materials/brands that accommodate certain units due to its structural configuration size. Commissioner Mike Lewis questioned the increase of $5,000 more to Home Depot. Mrs. Moore explained that the ability of having both vendors will accommodate emergency situations such as replacing refrigerators, AC units, etc in a timely manner especially in the summer; in addition to prices going up. Motion was made by Chair Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to authorize the use of Home Depot U.S.A., Inc. for purchase of materials and supplies for the Palm Desert Housing Authority owned residential rental properties for the FY 2015/2016 in an amount not to exceed $25,000.00. Motion was seconded by Commissioner Gregory Ballard and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). C. Authorize the use of HD Supply Facilities Maintenance Commissioner Mike Lewis asked what the total amount was approved for HD Supply last year; Mrs. Moore replied $125,000. Motion was made by Commissioner Jane Turner to forward a recommendation to the Palm Desert Housing Authority to authorize the use of HD Supply Facilities Maintenance for purchase of materials, supplies and installations for the Palm Desert Housing Authority owned residential rental properties, for FY 2015/2016 in an amount not to exceed $145,000.00. Motion was seconded by Commissioner Joy Whitehurst and carried by 7-0 vote (AYES: 3 Housing Commission Minutes MAY 13, 2015 Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). VII. CONTINUED BUSINESS VIII. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore stated that a magazine known as Affordable Housing News recently published an article on Carlos Ortega Villas (COV). A copy of the article was provided to the Commission for review. Mrs. Moore referenced the slide show of Carlos Ortega Villas construction progress and stated that solar panels are now being installed. Heather Buck provided a brief update on the construction progress and mentioned that the solar contractor is A.M. La Salle Electric, Inc. She further stated that the roundabout project will begin June 15th when school is out. Councilmember Liaison Sabby Jonathan asked if the neighboring residents have expressed any concern with the construction of COV. Mrs. Buck replied she had not heard any complaints or comments from those neighbors. Commissioner Wade Tucker asked if there have been articles published of the other rental properties in the Affordable Housing News. Mrs. Moore replied that only current projects that are news worthy are published such as Carlos Ortega Villas which will be a net zero project. Upon question, Mrs. Moore stated that tenants are given utility allowance on their rents based on unit size and the utilities that service that particular unit. However, COV will have solar panels to generate electricity therefore those tenants will pay for the standard rent. Councilmember Jonathan asked if COV was a LEED's project. It was explained that the project is not pursuing any formal certifications, however it was designed so that it meets the LEED Silver criteria which is the second of four levels of certification. She further noted that there is a cost for the LEED Certification. Commissioner Joy Whitehurst expressed concern with Bank of America closing near COV and felt it was convenient to have it in close proximity to the project. Upon question of the art piece, Mrs. Buck stated that it is in production and anticipates installation sometime in September or October. 4 Housing Commission Minutes MAY 13, 2015 With regard to Casey's Restaurant, Mrs. Moore stated that the bids submitted are still in review. B. SUMMARY OF CITY COUNCIL, SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY AGENDA ITEMS A memo summarizing the approved action items from the City Council meetings in April were provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for March. Teresa Vakili stated that Carlos Ortega Villas was added to the Monthly Occupancy Status Report; currently there are 95 interested applicants on the wait list. Janet Moore asked the Commission if the Monthly Activity Statistics reports were informational and should staff continue to provide those reports. It was explained that those reports are summarized on the Monthly Occupancy Status Report. Commission concurred that those reports are not necessary. Councilmember Liaison Sabby Jonathan suggested adding a grand total of all units on the Monthly Occupancy Status Report; staff will modify report. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for March. Upon question of the new income limits, Janet Moore stated that the income limits have been published and the median income for a family of 4 remain at $65,000. She provided a brief description of the new policy known as Hold Harmless Policy recently adopted by the Riverside County. Teresa Vakili stated that Carlos Ortega Villas was added to the Monthly Average Rent Statement (Report No. 1) and Monthly Net Operating Statement (Report No. 2) which skewed the totals for the senior communities. She referenced Report No. 1 average occupancy total that shows 80% where normally its 99% occupancy. She asked the Commission if they wanted to see actuals on the report by removing COV or verbally report the actual numbers and keep COV. Commission agreed to leave COV on the reports and verbally report the actual numbers. 5 Housing Commission Minutes MAY 13, 2015 E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for March. Janet Moore summarized the modified Monthly Net Operating Income Statements. Councilmember Sabby Jonathan asked about profits from the rental properties and whether it's dedicated to being reinvested. Mrs. Moore stated that those profits offset operations of the other affordable programs such as the Home Improvement Program and the For Sale program. She noted that those profits also fund capital improvements within the rental properties and mentioned the turf removal project at Neighbors. In addition to addressing imperative concerns such as renovating the interiors of several units at Las Serenas, resurfacing of parking lots, as well as addressing runoff water issues. Upon question, Mrs. Moore stated that the rental properties are not subject to property taxes. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Teresa Vakili summarized the report. G. AUTHORITY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. Janet Moore summarized the report stating that the program was recently published in the City's Brightside. IX. NEXT MEETING DATE — June 10, 2015 Janet Moore reported that the City Council discussed their summer schedule and will be meeting the first meeting in July and the last meeting in August. She asked the Commission if they wanted to discuss whether to cancel the Housing Commission meeting in August at this time. 6 Housing Commission Minutes MAY 13, 2015 Motion was made by Chair Mike Lewis to add the discussion on whether to cancel the August meeting to the Agenda. Motion was seconded by Commissioner Gregory Ballard and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). Motion was made by Commissioner Jane Turner to cancel the Housing Commission meeting in August. Motion was seconded by Commissioner Joy Whitehurst and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). X. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:37 p.m. Patty Leon, Recording Secretary 7