HomeMy WebLinkAboutMinutes - Housing Commission 03/18/2017PALM DESERT HOUSING AUTHORITY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETAR
DATE: April 1.3, 2017
SUBJECT: HOUSING COMMISSION MINUTES
Attached is a copy of the following Housing Commission Meeting Minutes approved at the
Housing Commission meeting held April 12th, 2017 as follows:
(x) Meeting Minutes for March 8th, 2017
Please submit to the Housing Authority Board.
Thank you.
BY HOUSG AUTH
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• VERIFIED BY: -k"J('(tt1
Original on -file with City Clerk's Officr
G:\ iOUSING\Patty Leon\Housing Commission \Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes.doc
CITY OF PALM DESERT
HOUSING COMMISSION MEETING
MINUTES
MARCH 8, 2017
I. CALL TO ORDER
Heather Horning, Housing Commission Chair, convened the meeting at 3:30 p.m.
II. ROLL CALL
Present: Absent:
Heather Horning - Chair
Gregory Ballard — Vice Chair
Beverly Fitzgerald
Mike Lewis
Robert Nevares
Wade Tucker
Joy Whitehurst
Others Present:
Kathleen Kelly, City Council Member Liaison
Janet Moore, Director of Finance
Jessica Gonzales, Senior Management Analyst
Teresa Vakili, RPM Company
Patty Leon, Recording Secretary
Diane Hollinger, Landscape Specialist
Stephen Y. Aryan, Risk Manager
III. ORAL COMMUNICATIONS
Commission was asked to add a new staff report ADA Assistance Program to
this agenda for discussion under New Business.
Motion was made by Gregory Ballard to add the ADA Assistance Program
staff report to the Housing Commission Agenda under New Business,
Section H. Motion was seconded by Commissioner Mike Lewis and
carried by 7-0 vote (AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker,
Whitehurst, and Horning; NOES: none)
IV. APPROVAL OF MINUTES
MINUTES of the Regular Housing Commission meeting of February 8, 2017:
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Motion was made by Commissioner Mike Lewis to approve the minutes of
the Housing Commission meeting of February 8th, 2017. Motion was
seconded by Commissioner Robert Nevares and carried by 7-0 vote
(AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker, Whitehurst, and
Horning; NOES: none).
V. NEW BUSINESS
A. Citywide Tree Pruning
A revised staff report was distributed to the Commission.
Diane Hollinger, Landscape Specialist with Public Works, summarized the
report. She noted that there were six landscape companies that picked up
bid packets however only 2 submitted bids.
Commissioner Mike Lewis asked if Liberty Landscape Company had
submitted a bid; Ms. Hollinger replied no.
Ms. Hollinger stated that the cost to prune the trees went up from $93 to
$98 per tree. This year's citywide pruning will include all of the trees
including the eucalyptus trees at One Quail Place, whereas, last year staff
picked and choose the trees to be pruned. She also noted that this year
will be the first time Santa Rosa Apartment complex will be included in the
pruning cycle.
Janet Moore stated that staff is considering removing several trees at One
Quail Place over the next few years. In the event a tree is removed prior to
the pruning schedule, the contract will be modified accordingly. It was
mentioned that bids were opened yesterday (March 7, 2017) and therefore
a revised staff report was distributed at today's meeting in order to award a
contract in a timely manner.
Motion was made by Commissioner Mike Lewis to forward the
recommendation to the Palm Desert Housing Authority Board to
Award Contract No. C35920 for the 2017 Citywide Tree Pruning
Program to West Coast Arborists, in the amount of $284,690 (City
$227,654 and Housing Authority $57,036) (PROJECT NO. 932-17).
Motion was seconded by Commissioner Joy Whitehurst and carried
by 7-0 vote (AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker,
Whitehurst, and Horning; NOES: none)
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Minutes March 8, 2017
B. Citywide Palm Tree Pruning
A revised staff report was distributed to the Commission.
Diane Hollinger, Landscape Specialist with Public Works, summarized the
report stating the cost to prune the palms trees went up from $25 to $26.45
per tree.
Motion was made by Commissioner Mike Lewis to forward the
recommendation to the Palm Desert Housing Authority Board to
Award Contract No. C35910 for the 2017 Citywide Palm Tree Pruning
Program to Andy's Landscape & Tree Service, Inc., in the amount of
$98,245.30 (City $88,157.35 and Housing Authority $10,077.45)
(PROJECT NO. 931-17). Motion was seconded by Commissioner
Beverly Fitzgerald and carried by 7-0 vote (AYES: Ballard, Fitzgerald,
Lewis, Nevares, Tucker, Whitehurst, and Horning; NOES: none)
C. Liberty Landscape Inc. Extension to Contract No. HA33481
Jessica Gonzales summarized the staff report stating that this request will
extend Liberty's contract at all fifteen properties for an additional twelve
months beginning July 1, 2017. The contract fee increase of 2% was due to
the minimum wage increase as well as a cost increase to equipment.
Motion was made by Commissioner Beverly Fitzgerald to forward the
recommendation to the Palm Desert Housing Authority Board to
Approve an Extension to Contract No. HA33481 with Liberty
Landscaping, Inc. for annual landscape maintenance services at the
fifteen (15) Palm Desert Housing Authority properties for a period of
twelve (12) months in the total amount not to exceed $328,791 for
contract services and not to exceed $65,758 for extra work. Motion
was seconded by Commissioner Gregory Ballard and carried by 7-0
vote (AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker, Whitehurst,
and Horning; NOES: none)
D. Notice of Completion with Vincor Construction, Inc.
Jessica Gonzales stated that Vincor has completed the rerouting plumbing
for Building No. 30 at One Quail Place and RPM is in the process of
transferring tenants back into the units.
Commissioner Joy Whitehurst referenced the staff report and questioned
the "Strategic Plan Objective".
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Mrs. Gonzales stated that the City of Palm Desert completed a strategic
plan of goals that envisions what the City would like to incorporate over the
next years.
Janet Moore stated that continued routine, recurring maintenance at the
properties does not apply to the objectives of the strategic plan. San Pablo
project was mentioned as an example of a goal to the plan.
Motion was made by Commissioner Mike Lewis to forward the
recommendation to the Palm Desert Housing Authority Board to
Accept the work as complete for Contract No. HA35590A with Vincor
Construction, Inc., for re-routing plumbing at One Quail Place
Building No. 30. Motion was seconded by Commissioner Gregory
Ballard and carried by 7-0 vote (AYES: Ballard, Fitzgerald, Lewis,
Nevares, Tucker, Whitehurst, and Horning; NOES: none)
E. Award of Contract to American Guard Services, Inc.
A revised staff report was distributed to the Commission.
Jessica Gonzales summarized the staff report stating that the revision
includes a not to exceed amount.
Commissioner Wade Tucker asked if American Guard Services have
serviced the properties in the past; Mrs. Gonzales replied no.
Upon question of preference in companies, Teresa Vakili stated that a
fresh pair of eyes would be nice given that Bel -Air has been the service
patrol company for the last eight years and has performed satisfactory.
Commissioner Beverly Fitzgerald asked about local companies interested.
Ms. Vakili replied Bel Air was the only local company interested however
their bid was non -responsive. A notice inviting proposals was advertised in
the local newspaper as well as the City's website.
Janet Moore stated that patrolling services have changed from previous
years whereas foot patrol is done at night only since the COPS program
and Sheriff Department provide courtesy patrol during the day. Staff will
assign foot patrol services during the day as necessary due to emergency
actions.
Commissioner Fitzgerald asked if it was ideal to contract for 2 years versus
1 year to see if the company is the right fit for the properties.
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Mrs. Moore replied that in her opinion she would rather contract for a
longer time given that it takes a service company, whether its courtesy
patrol and/or landscape, approximately one year to get familiar with the
properties. In addition, we don't want guests or our tenants to rely on this
service; the goal is to make our residents feel comfortable.
Motion was made by Commissioner Joy Whitehurst to forward the
recommendation to the Palm Desert Housing Authority Board to
Authorize the Award of Contract No. HA35880 to American Guard
Services, Inc. for courtesy patrol services at fifteen (15) Palm Desert
Housing Authority owned properties. Motion was seconded by
Commissioner Mike Lewis and carried by 7-0 vote (AYES: Ballard,
Fitzgerald, Lewis, Nevares, Tucker, Whitehurst, and Horning; NOES:
none)
F. Lowe's Home Centers, Inc./Home Depot U.S.A, Inc./HD Supply Facilities
Maintenance
Jessica Gonzales summarized the staff report. She noted that turnover of
units have increased recently requiring a broader scope of work in order to
be re -leased.
Motion was made by Commissioner Beverly Fitzgerald to forward the
recommendation to the Palm Desert Housing Authority Board to
Authorize increases to the not to exceed amounts for the existing
authorized vendors; Lowe's Home Centers, Inc., Home Depot U.S.A.,
Inc.; and HD Supply Facilities Maintenance for purchase of materials,
supplies and appliances for the Palm Desert Housing Authority
owned residential rental properties for FY 2016/2017, as a result of
Mid -Year review. Motion was seconded by Commissioner Mike Lewis
and carried by 7-0 vote (AYES: Ballard, Fitzgerald, Lewis, Nevares,
Tucker, Whitehurst, and Horning; NOES: none)
G. Curtis Allan Floor Covering, Inc.
Jessica Gonzales summarized the staff report.
Commissioner Mike Lewis asked if the flooring repairs were insured.
Mrs. Gonzales stated that units affected in Building 30 were covered by the
insurance. This request is for minor floor damages that may be repaired in
house or contracted out.
Commissioner Heather Horning asked about the significant move -outs.
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Teresa Vakili stated that there is no particular reason and vary due to job
relocation, moving back home, and money problems, etc. There have been
28 transfers within the communities due to ADA accommodations and 14
evictions.
Upon question of security deposits paying for damages, Janet Moore
stated that although it may cover flooring damage, staff requires
authorization to do the work under a contract in order to spend the money
to do the work.
Motion was made by Commissioner Beverly Fitzgerald to forward the
recommendation to the Palm Desert Housing Authority Board to
Authorize the not to exceed amount for Contract No. HA34821 with
Curtis Allan Floor Coverings procuring floor coverings and related
supplies and services for the Palm Desert Housing Authority owned
residential rental properties for FY 2016/2017 as a result of Mid -Year
review. Motion was seconded by Commissioner Wade Tucker and
carried by 7-0 vote (AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker,
Whitehurst, and Horning; NOES: none)
H. ADA Assistance Program
Janet Moore introduced Stephen Aryan, Risk Manager, who is responsible
for overseeing the City's insurance policies that include the Housing
Authority properties.
Stephen Aryan stated that the City has been a member of the California
Joint Powers Insurance Authority (CJPIA) for many years. The purpose of
the ADA Assistance Program is to provide technical and financial resources
to achieve federal and state ADA compliance. He referenced the staff report
and mentioned that Level 1 Member Assessment and Overall Diagnostic
has been completed.
Commissioner Mike Lewis asked if there is currently a staff member
assigned to check for ADA compliances.
Mr. Aryan stated he is the assigned coordinator for the City of Palm Desert
that includes all housing properties.
Janet Moore added that RPM staff continually conducts informal
assessment of the properties. The ADA consulting firm will provide a formal
assessment and provide recommendations.
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Motion was made by Commissioner Beverly Fitzgerald to forward the
recommendation to the Palm Desert Housing Authority Board to
Authorize approve a Memorandum of Understanding between the
California Joint Powers Insurance Authority and the City of Palm
Desert Housing Authority, authorizing participation in the ADA
Assistance Program, in the amount of $70,600. Motion was seconded
by Commissioner Wade Tucker and carried by 7-0 vote (AYES:
Ballard, Fitzgerald, Lewis, Nevares, Tucker, Whitehurst, and Horning;
NOES: none)
VI. CONTINUED BUSINESS
None
VII. REPORTS AND REMARKS
A. COMMISSION REPORTS
Jessica Gonzales provided an update on the savings from the Southern
California Edison Multi -Family Energy Efficiency Rebate Program. She noted that
the properties have had a 19% savings.
Commissioner Beverly Fitzgerald asked what the savings would equate in
dollars.
Teresa Vakili stated that One Quail Place monthly expenses for exterior lighting
were $7,038 and now it is $5,099, a substantial savings.
Commissioner Gregory Ballard asked where the savings would be spent.
Janet Moore stated that she expects that the savings will offset the increase in
minimum wage.
Commissioner Heather Horning asked about the area medium income and if an
increase is expected.
Mrs. Moore stated that the area medium income has not been published for
2017; however, the income limits have remained constant for the last five years.
B. MONTHLY OCCUPANCY STATUS REPORT
The Commission reviewed the Monthly Occupancy Status Report for January.
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Housing Commission
Minutes March 8, 2017
Teresa Vakili reported that the properties are currently at 98.3% occupancy; 212
applicants were contacted from the interest list; 216 applicants were added to the
interest list; 63 recertifications were completed.
Commissioner Mike Lewis asked if the units for those buildings that require re -
plumbing at One Quail Place have been vacated.
Mrs. Vakili stated that the tenants in Building 40, which is the next building,
scheduled for re -plumbing, will be transferred to the completed units located in
Building 30. The only residents remaining in the affected buildings are the upper
level; all the lower level units have been vacated.
Commissioner Joy Whitehurst asked if moving assistance is provided to those
tenants that require to move.
Mrs. Vakili stated that staff will assist and accommodate those tenants, however
in most cases they prefer to move themselves.
Commissioner Lewis asked if the $5,000 insurance deductible is per building or
per complex.
Janet Moore replied that the $5,000 deductible is per occurrence.
C. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent Statement
for January.
D. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
January.
E. HOUSING AUTHORITY PROPERTIES UPDATE
An update on the Housing Authority Properties was provided to the Commission
for review.
Teresa Vakili summarized the report.
Commissioner Robert Nevares asked about the cats at Catalina Gardens.
Mrs. Vakili stated that staff is not in charge of stray cats; tenants will feed them
which has become an issue.
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F. Authority Home Improvement Program (HIP) Update (Janet)
ACTIVITY (January 2017):
Inquiries (calls, walk-ins, emails): 7
Applications Provided: 3
Application Intake Process: 1
Ineligible (does not meet criteria): 1
Energy Savings Assistance Programs Referrals: 2
(JHC Construction - SCE/Gas Co)
Janet Moore stated that there is one application in the process.
VIII. NEXT MEETING DATE — April 12, 2017
IX. ADJOURNMENT
With Commission concurrence the meeting was adjourned at 4:50 pm to
April 12, 2017.
ikQ61,9
Patty Leon, Recording Secretary
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