Loading...
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 21f1. • 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: 1 Housing Commission Minutes March 8, 2017 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) 2 Housing Commission 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". 3 Housing Commission Minutes March 8, 2017 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. 4 Housing Commission Minutes March 8, 2017 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. 5 Housing Commission Minutes March 8, 2017 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. 6 Housing Commission Minutes March 8, 2017 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. 7 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. 8 Housing Commission Minutes March 8, 2017 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 9