Loading...
HomeMy WebLinkAboutMinutes - Housing Commission 04/13/2016PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: May 12, 2016 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held May 11th, 2016 as follows: (x) Meeting Minutes for April 13th, 2016 Please submit to the Housing Authority Board. Thank you. 9ece4ed 4 " 4—BY HOUSG AUTH ON S`2t'- tto VERIFIED BY: Y�OKlrlr� Original on file with City Clerk's OfficF G \HOUSING\Patty Leon \ lousing Commission \Miscellaneous\MemosuMemos to City Clerk HC\HAC - Minutes doc CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES APRIL 13, 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 Wade Tucker Joy Whitehurst Others Present: Sabby Jonathan, City Council Member Liaison Janet Moore, Director of Housing Jessica Gonzales, Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary Robert Nevares III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of March 9th, 2016: Motion was made by Commissioner Mike Lewis to approve the minutes of the Housing Commission meeting of March 9th, 2016. Motion was seconded by Commissioner Joy Whitehurst and carried by 5-0 vote (AYES: Ballard, Lewis, Tucker, Whitehurst, and Turner; NOES: none; ABSTAIN: Horning; ABSENT: Nevares). 1 Housing Commission Minutes APRIL 13, 2016 V. NEW BUSINESS A. Extension of Contract with Liberty Landscaping, Inc. Jessica Gonzales summarized the staff report, stating that the amendment will extend Liberty's Contract for services at all fifteen properties for an additional twelve months beginning July 1, 2016. Commissioner Jane Turner inquired if the 20% set aside for extra work was correct instead of 10%. Mrs. Gonzales stated that 20% is standard in most contracts. Janet Moore stated that the initial bid package only included a 10% contingency due to budget circumstances from a previous landscape company, however 20% is correct. Commissioner Greg Ballard asked on the extra work services. Mrs. Moore stated that extra work services include replacing controllers, irrigation breaks, etc. that are not typical landscape maintenance responsibilities. A correction will be made to page 2 to reflect the same amount for the extra work as in the recommendation. Commissioner Mike Lewis asked who manages the Landscape Company. Mrs. Moore replied both Teresa Vakili and City staff such as Jessica Gonzales and Janet Moore. The Landscape Department for the City of Palm Desert is also very helpful in providing maintenance and arborist's recommendations as well as ensuring the hand pruning technique is applied in order to upkeep the naturalistic look. Upon question, Teresa Vakili stated that Liberty Landscape Company is very responsive and do a great job. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority for approval of an extension to Contract No. HA33480 with Liberty Landscaping, Inc. for annual landscape maintenance services at the Palm Desert Housing Authority Properties. Motion was seconded by Commissioner Gregory Ballard and carried by 6-0 vote (AYES: Ballard, Horning, Lewis, Tucker, Whitehurst, and Turner; NOES: none; ABSENT: Nevares). 2 Housing Commission Minutes APRIL 13, 2016 B. Lowe's Home Centers - Appliances Jessica Gonzales summarized the staff report. Motion was made by Commissioner Joy Whitehurst to forward a recommendation to the Palm Desert Housing Authority to authorize the use of Lowe's Home Centers, Inc. for purposes of procuring, delivering and recycling appliances for the Palm Desert Housing Authority owned residential rental properties, for FY 2016/2017 in an amount not to exceed $60,000.00 Motion was seconded by Commissioner Heather Horning and carried by 6-0 vote (AYES: Ballard, Horning, Lewis, Tucker, Whitehurst, and Turner; NOES: none; ABSENT: Nevares). C. Lowe's Supplies Jessica Gonzales summarized the staff report. Commissioner Joy Whitehurst asked why the two contracts for Lowe's are not combined as one. Mrs. Gonzales replied that one of the contracts is for purchasing of appliance and the other is for supplies which involves a different process. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to authorize the use of Lowe's for purchasing of materials and supplies for the Palm Desert Housing Authority owned residential rental properties for FY 2016/2017 in an amount not to exceed $70,000.00 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). D. HD Supply Facilities Maintenance Jessica Gonzales summarized the staff report stating that the amount being requested is the same amount as last year's HD's contract. Motion was made by Commissioner Joy Whitehurst to forward a recommendation to the Palm Desert Housing Authority to authorize the use of HD Supply Facilities Maintenance for purchasing of materials, supplies and installations for the Palm Desert Housing 3 Housing Commission Minutes APRIL 13, 2016 Authority owned residential rental properties for FY 2016/2017 in an amount not to exceed $145,000. Motion was seconded by Commissioner Mike Lewis and carried by 6-0 vote (AYES: Ballard, Horning, Lewis, Tucker, Whitehurst, and Turner; NOES: none; ABSENT: Nevares). E. Home Depot U.S.A., Inc. Jessica Gonzales summarized the staff report. Motion was made by Commissioner 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 FY 2016/2017 in an amount not to exceed $20,000.00. Motion was seconded by Commissioner Heather Horning and carried by 6-0 vote (AYES: Ballard, Horning, Lewis, Tucker, Whitehurst, and Turner; NOES: none; ABSENT: Nevares). F Receive and File the approved staff report from the Housing Authority Board meeting of March 24, 2016: 1) Amendment No. 1 to Contract No. HA34740A with Garlands/DBS, Inc., for deck and roof repair and/or replacement and related services in the total amount not to exceed $146,704.80 Jessica Gonzales stated that as part of the roof repair program with Garland, the roofs at Sagecrest Senior were further assessed due to Teaks coming from the decks. It was determined that the work will require substantial repairs; a significant cost than what the roof repair program allows. An insurance claim was submitted to the Authority's insurance provider which was approved. However in order for Garland to proceed, a contract for the scope of work must be secured. The repair will require water proofing the decks and checking for mold. Motion was made by Commissioner Mike Lewis to receive and file the approved staff report from the Housing Authority Board meeting of March 24, 2016: 1) Amendment No. 1 to Contract No. HA34740A with Garlands/DBS, Inc., for deck and roof repair and/or replacement and related services in the total amount not to exceed $146,704.80. 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). 4 Housing Commission Minutes APRIL 13, 2016 VI. CONTINUED BUSINESS VII. REPORTS AND REMARKS A. COMMISSION REPORTS 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 February were provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for February. Teresa Vakili reported 98.6% occupancy with the exception of Carlos Ortega Villas and Santa Rosa. Ms. Vakili reported 52% occupancy at Carlos Ortega Villas. Out of 325 applicants contacted from the interest list: 11 % have been preapproved to move in, 57% canceled due to already owning a home and/or were denied for the program, and 11 % were not able to be reached by phone or mail. Santa Rosa is 65% occupied. Commissioner Jane Turner made note that the agenda should reflect the correct month of February for RPM's monthly reports. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for February. Commissioner Mike Lewis asked if the vacant units at California Villas include the units damaged by the wind storm. Teresa Vakili replied yes and in fact those units have been completed; the 3 down units shown on the report are due to other issues such as slab Teaks and drain issues. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS 5 Housing Commission Minutes APRIL 13, 2016 The Commission reviewed the Monthly Net Operating Income Statements for February. Janet Moore stated that at the last meeting Councilmember Sabby Jonathan asked if the properties were on track with respect to the net operating income since the report does not show the capital expense year to date amount. To date, capital expense total spent is $470,000 which will be reimbursed at the end of the year. F HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Teresa Vakili reported that the playground project at One Quail Place was completed with the assistance of the City's Landscape Manager Randy Chavez. Commissioner Jane Turner asked if there was any funding from an outside program to install the new A/C units at California Villas. Ms, Vakili stated that those new NC units installed at California Villas are window wall units and are not considered eligible for any of the energy programs. Commissioner Turner also referenced the graffiti removal at COV and Palm Village and asked if there are cameras installed at the properties. Ms. Vakili stated that the graffiti was on an existing perimeter wall long before construction of COV began. With regard to cameras, Ms. Vakili noted that there are liability issues in terms of privacy however, there is courtesy patrol. Additionally, the cameras do not cover all angles of the properties. Commissioner Joy Whitehurst referenced California Villas smoke odor treatment to one of the units because of a smoking resident and inquired on the status of the smoking policy. Janet Moore stated that the properties are progressing with identifying nonsmoking and smoking buildings; in the interim, existing tenants are asked to volunteer whether they want to designate their unit as nonsmoking. The policy has been in effect for a year and a half. Teresa Vakili stated that new tenants are required to sign a smoking addendum with their lease. 6 Housing Commission Minutes APRIL 13, 2016 Councilmember Liaison Sabby Jonathan asked on those tenants that have a prescription for medical cannabis. Ms. Vakili replied that the smoking ordinance allows the use of medicinal cannabis on properties that allow smoking and those tenants are placed in smoking buildings, however, there are other types of medicinal cannabis that does not require that it be smoked. The intent is to transition properties with 50 units and below to 100% non- smoking through attrition based on the 5-year plan. The larger communities will have a percentage of buildings designated as smoking. At the end of the 5 year plan, if there are remaining smokers in nonsmoking communities, notices will be provided to them that they can no longer smoke in their units. G. Authority Home Improvement Program Update (Janet) ACTIVITY (March 2016): Inquiries (calls, walk-ins, emails): 7 Applications Provided: 4 Applications Submitted: 0 VIII. NEXT MEETING DATE — May 11, 2016 Councilmember Liaison Sabby Jonathan reported that the City of Palm Desert has a new mobile app known as "Palm Desert In Touch" that will allow residents and visitors to identify issues and report them directly to the City. IX. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:22 pm to May 11 th, 2016. iI ,_) atty Leon, R cording -Secretary 7