HomeMy WebLinkAboutMinutes - Housing Commission 05/11/2016PALM DESERT HOUSING AUTHORITY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETARY
DATE: June 10, 2016
SUBJECT: HOUSING COMMISSION MINUTES
Attached is the following Housing Commission Meeting Minutes approved at the regular
Housing Commission meeting held June 8th, 2016 as follows:
(x) Meeting Minutes for May 11th, 2016
Please submit to the Housing Authority Board.
Thank you.
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CITY OF PALM DESERT
HOUSING COMMISSION MEETING
MINUTES
MAY 11,2016
I. CALL TO ORDER
Jane Turner, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present: Absent:
Jane Turner — Chair
Heather Horning
Gregory Ballard
Mike Lewis
Robert Nevares
Wade Tucker
Joy Whitehurst
Others Present:
Sabby Jonathan, City Council Member Liaison
Justin McCarthy, Interim Executive Director
Janet Moore, Director of Housing
Jessica Gonzales, Management Analyst
Veronica Tapia, Senior Management Analyst
TC Khoo, RPM Company
Patty Leon, Recording Secretary
III. ORAL COMMUNICATIONS
IV. APPROVAL OF MINUTES
MINUTES of the Regular Housing Commission meeting of April 13th, 2016:
Motion was made by Commissioner Mike Lewis to approve the minutes of
the Housing Commission meeting of April 13th, 2016. Motion was
seconded by Commissioner Wade Tucker and carried by 6-0 vote (AYES:
Ballard, Horning, Lewis, Tucker, Whitehurst, and Turner; NOES: none;
ABSENT: Nevares).
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Housing Commission
Minutes MAY 11, 2016
V. NEW BUSINESS
A. John Harrison Contracting "JHC" — Extension to Contract No. HA33450
Veronica Tapia summarized the staff report stating that the existing contract
allows extending the term for an additional two (2) one-year terms. Ms.
Tapia stated that JHC has been performing satisfactory. Therefore, staff
recommends continuing to contract with JHC for the same not to exceed
amount as last year of $150,000 with a minimal increase to the current rates
due to increased costs associated with prevailing wage and costs of
materials/equipment.
Councilmember Liaison Sabby Jonathan asked if the 195 ac units listed on
the staff report were replaced last year.
Ms. Tapia stated that the 195 is cumulative of 3 years that also includes ac
units replaced through the Energy Savings Assistance Program (ESAP).
It was explained that tenants have to qualify for the ESAP and the Authority
is required to pay a small co -pay. This contract will also allow non -program
replacements.
Jessica Gonzales also added that only certain properties qualified for the
ESAP; Las Serenas and Catalina Gardens are two of the primary properties
where the majority of the ac replacements took place. Commissioner Wade
Tucker stated that he benefited from the ESAP.
Motion was made by Commissioner Heather Horning to forward a
recommendation to the Palm Desert Housing Authority to approve an
extension to Contract No. HA 33450 with John Harrison Contracting in
an amount not to exceed $150,000 for the 2016/2017 HVAC Mechanical
Systems Maintenance Services at the Palm Desert Housing Authority
Properties for a period of twelve (12 months). Motion was seconded by
Commissioner Gregory Ballard and carried by 7-0 vote (AYES: Ballard,
Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES:
none).
B. Las Serenas Apartments — Parking Lot Improvements
Veronica Tapia summarized the staff report stating that the project was part
of the 2009 reserve study however with the dissolution of redevelopment
agency the project was placed on hold. Westcon Construction Group
submitted the lowest responsive bid out of the three bids received.
Commissioner Mike Lewis asked what was required to bring the parking lot
to current code; Ms. Tapia replied ADA accessibility and height differentials.
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Housing Commission
Minutes MAY 11, 2016
She further stated that the parking stalls will be repaved with concrete and
seal coat the drive aisle.
Commissioner Robert Nevares commented that the concrete would be
harder to clean oil stains from leaking cars.
Ms. Tapia stated that concrete was considered to be a better option in terms
of maintenance costs as the concrete would not be affected by motor oil as
the asphalt has been in the past.
Motion was made by Commissioner Gregory Ballard to forward a
recommendation to the Palm Desert Housing Authority to authorize
the Award of Contract No. HA35160 to Westcon Construction Group,
Inc., in the amount of $257,990 for parking lot improvements and
relates services at Las Serenas Apartments plus 10% contingency in
the amount of $25,799. Motion was seconded by Commissioner
Robert Nevares and carried by 7-0 vote (AYES: Ballard, Horning,
Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none).
C. Candlewood Apartments — Deck Improvements
Veronica Tapia summarized the staff report stating that the decks were also
part of the 2009 reserve study. The conditions of the decks have
deteriorated greatly resulting in a potential health and safety issue. Although
there were no bids submitted during the bid process, staff feels Ryder to be
in the best interest of the senior community to complete the deck
improvements.
Janet Moore stated that Ryder has shown interest in the project. Although,
Ryder has minor challenges that need to be further addressed staff is
reviewing with the City's attorney.
Commissioner Mike Lewis asked for pictures of the decks when available.
Motion was made by Commissioner Mike Lewis to forward a
recommendation to the Palm Desert Housing Authority to authorize
staff to negotiate with Ryder, Inc. for Contract No. HA35180 for deck
improvements and related services at Candlewood Apartments.
Motion was seconded by Commissioner Joy Whitehurst and carried
by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker,
Whitehurst, and Turner; NOES: none).
VI. CONTINUED BUSINESS
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Housing Commission
Minutes MAY 11, 2016
VII. REPORTS AND REMARKS
A. COMMISSION REPORTS
Janet Moore stated that Justin McCarthy is currently the interim City Manager
also noting that Mr. McCarthy appointed her as the Director of Finance.
Mrs. Moore reported Carlos Ortega Villas 72% leased.
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.
In absence of Teresa Vakili, Jessica Gonzales reported 83% occupancy at the
senior communities and 95% at the multi -family communities.
Councilmember Liaison Sabby Jonathan commented that he noticed there are
no pictures of the rental properties on the city's website. He also asked if it
would be possible for applicants to go through the application process through
the City's website.
It was explained that there is a brand new website that recently launched and
perhaps the pictures have not been uploaded yet. Applicants are able to fill out
a "guest card" and either email it or deliver it to the property of interest to see if
they qualify for the program.
D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for March.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
March.
Jessica Gonzales reported that the Department of Housing Community
Development has not published the new income limits for 2016.
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Housing Commission
Minutes MAY 11, 2016
Commissioner Mike Lewis expressed concern with the application process at
Carlos Ortega and if there was a way to know if applicants own a home prior to
being placed on the interest list.
Janet Moore replied that in most cases applicants do not answer the questions
truthfully in hopes their situation changes by the time they are called for the
next available unit. It was noted that the leasing office contacted 350 applicants
from the interest list; a majority of the applicants declined to complete an
application or were denied due to credit and/or background checks.
Councilmember Liaison Sabby Jonathan asked if there was a mechanism
whereby the Authority is notified when an existing tenant has a criminal
conviction.
Mrs. Moore replied that law enforcement is not required to notify the Authority
of any tenants' convictions; tenants have rights and are protected. Criminal
background checks are conducted at the initial application process only; leasing
offices are not allowed to check backgrounds during recertification process. In
addition, the City's legal counsel is further reviewing challenges with respect to
the initial background check in terms of defining what certain felonies may be
considered as part of the qualification review.
F HOUSING AUTHORITY PROPERTIES UPDATE
An update on the Housing Authority Properties was provided to the
Commission for review.
Commissioner Joy Whitehurst commented on the significant number of trees
removed due to the winds.
Jessica Gonzales stated there were approximately a total of eight trees
removed.
Commissioner Whitehurst commented on the biohazard clean due to a resident
that passed away and asked if that was a standard procedure.
Janet Moore stated that a biohazard clean depends on the severity of the
situation that occurred in the unit such as the number of days the tenant was
deceased and the place of death for instance the bathtub, floor, etc. The entire
unit will then have to be forensically cleaned as well as replacing certain items.
Furthermore, the leasing office has to disclose that there was a death in the unit
to new tenants which may result in prolonging a new lease.
A memo regarding the Palm Desert Housing Authority Smoke -Free Policy
Update was provided to the commission for review.
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Housing Commission
Minutes MAY 11, 2016
Mrs. Gonzales addressed the number of units set aside as non-smoking
pursuant to the Ordinance. Santa Rosa and Carlos Ortega Villas are currently
the only two properties 100% smoke free.
Councilmember Liaison Sabby Jonathan asked how percentages of smoke -free
units are determined for each property.
Mrs. Moore replied that percentages of smoke free units are based on the size
of the complex.
Commissioner Robert Nevares commented that a smoking tenant was
transferred to Carlos Ortega Villas and to his knowledge continues to smoke.
Mrs. Moore stated that the tenants at COV are continuously reminded that it is
a smoke free complex. She noted she will ask the property manager to pay
close attention to this matter.
Jessica Gonzales clarified that the smoke -free policy is not intended to prevent
tenants from smoking. Pursuant to the Ordinance in communities that allow for
smoking units, there are designated areas that also allow outside smoking.
At this time, before and after pictures of One Quail Place playground were
displayed.
G. Authority Home Improvement Program Update (Janet)
ACTIVITY (April 2016):
Inquiries (calls, walk-ins, emails): 4
Applications Provided: 1
Applications Submitted: 0
Janet Moore reported that the HIP was published in the City's Brightside in May
and had a lot of inquiries.
VIII. NEXT MEETING DATE — June 8, 2016
IX. ADJOURNMENT
With Commission concurrence the meeting was adjourned at 4:15 pm to
June 8th, 2016.
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3atty Leon, 1 cording Secretary
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