HomeMy WebLinkAboutMinutes - Housing Commission 11/09/2016PALM DESERT HOUSING AUTHORITY
INTEROFFICE MEMORANDUM
TO: RACHELLE KLASSEN, CITY CLERK
FROM: PATTY LEON, RECORDING SECRETAR
DATE: November 10, 2016
SUBJECT: HOUSING COMMISSION MINUTES
Attached is a copy of the following Housing Commission Meeting Minutes approved at the
adjourned Housing Commission meeting held December 7th, 2016 as follows:
(x) Meeting Minutes for November 9th, 2016
Please submit to the Housing Authority Board.
Thank you.
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CITY OF PALM DESERT
HOUSING COMMISSION MEETING
MINUTES
NOVEMBER 9, 2016
I. CALL TO ORDER
Heather Horning, Housing Commission Vice -Chair, convened the meeting at
3:30 p.m.
II. ROLL CALL
Present: Absent:
Heather Horning Vice -Chair
Gregory Ballard
Mike Lewis
Robert Nevares
Wade Tucker
Joy Whitehurst
Others Present:
Sabby Jonathan, City Council Member Liaison
Janet Moore, Director of Finance
Jessica Gonzales, Senior Management Analyst
Teresa Vakili, RPM Company
Patty Leon, Recording Secretary
Beverly Fitzgerald, Guest
III. ORAL COMMUNICATIONS
Councilmember Liaison Sabby Jonathan provided the Commissioners with gift
certificates expressing appreciation for their service. He stated that as we enter
this time of thanksgiving and joyous part of the season it is appropriate to say
thank you. He noted that the Council values and appreciates the input and
participation from our residents and the importance to stay on top of our
communities and this Commission has made that happen.
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Housing Commission
Minutes November 9, 2016
IV. APPROVAL OF MINUTES
MINUTES of the Regular Housing Commission meeting of October 12, 2016:
Motion was made by Commissioner Wade Tucker to approve the minutes
of the Housing Commission meeting of October 12th, 2016. Motion was
seconded by Commissioner Mike Lewis and carried by 6-0 vote (AYES:
Ballard, Lewis, Nevares, Tucker, Whitehurst, and Horning; NOES: none).
V. NEW BUSINESS
A. Approve the Award of Contract to RPM Company
Janet Moore stated that RPM Company has been the property
management company for the past 18 years. Over the years, the Authority
has done informal requests of other property management providers to
ensure that the property management was consistent with the fees and
services provided. This is the first time the Authority requested
qualifications and proposals since we acquired the properties from qualified
licensed firms of which two responses were received. Staff took a different
approach with respect to the evaluation process which was extensive. Staff
engaged four individual City staff members from different departments as
well as Housing Authority Member Sabby Jonathan and Housing
Commission Vice Chair Heather Horning to independently review the
proposals to determine qualifications, experience, level of services
proposed as well as the responses to supplemental questions, etc. It was a
unanimous decision that RPM Company submitted the best qualified
proposal and was the most qualified.
Councilmember Liaison Sabby Jonathan stated that cost was also one of
the key components in the review process. In the overall cost, RPM
Company was slightly lower than the other submittal. He also noted that
this process proved we are getting the best quality service at a competitive
price.
Vice Chair Heather Horning added that RPM Company's proposal was very
detailed with respect to what they will do for the Authority properties.
Mrs. Moore stated that RPM Company has not had an increase to their
management fee since 2008. With this new contract the initial per door cost
will be $36.00 which is a $1.00 a door increase and then there will be a
provision of a $1.00 increase commencing on July 1, 2018 and every year
thereafter for the remainder of the term of the Agreement. She noted that
she spoke with the President of RPM Company, Donnie Garibaldi, who
stated they love working for Palm Desert and appreciates the relationship
with Palm Desert.
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Housing Commission
Minutes November 9, 2016
Mrs. Moore stated that the review of the proposals was a great experience
and how she initially had a concern that given that RPM knows the
properties and the Authority so well, that they would take liberty in their
proposal and not be as comprehensive. She noted that was not the case at
all; RPM's proposal was comprehensive and very specific with respect to
the properties and their relationship with the tenants.
Commissioner Joy Whitehurst asked about Hyder's cost.
Mrs. Moore stated that the costs are structured differently. Besides the per
door fee there are administrative costs that the property absorbs. Hyder's
administrative costs were significantly higher than RPM.
Councilmember Jonathan also added that Hyder proposed additional fees
for services that RPM did not. Examples mentioned were the monthly
reports provided to the Authority and summary reports of the enforcement
of Housing ordinances such as the smoking ordinance currently in place.
Commissioner Robert Nevares asked why the properties are allowing new
leases to tenants that smoke.
Mrs. Moore stated that the law does not allow properties to rent to
nonsmokers only, however areas may be restricted to smoking. She noted
that it has been a difficult task to monitor. Upon question, she stated that
patios are also prohibited from smoking. Carlos Ortega Villas is a 100%
nonsmoking facility.
Motion was made by Commissioner Mike Lewis to forward the
recommendation to the Housing Authority to approve the award of
Contract No. HA 35560 for Affordable Housing Compliance/ Property
Management Services for an initial five (5) year term for the Housing
Authority owned properties to RPM Company in an amount not to
exceed $481,248 for the calendar year 2017, with allowable increases
as noted in the contract. Motion was seconded by Commissioner
Robert Nevares and carried by 6-0 vote (AYES: Ballard, Lewis,
Nevares, Tucker, Whitehurst, and Horning; NOES: none).
B. Ratification of Change Order No. 1 with Vincor Company
Jessica Gonzales summarized the staff report stating that Change Order
No. 1 was approved by the Executive Director for additional work to Building
No. 30. The additional buildings 19, 22 and 40 are currently out to bid and
will be brought to this Commission for recommendation to the Authority
Board for consideration at a future meeting.
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Housing Commission
Minutes November 9, 2016
Motion was made by Commissioner Mike Lewis to forward a
recommendation to the Palm Desert Housing Authority to ratify
Change Order No. 1 to Contract No. HA 35590A with Vincor
Construction, Inc. for re-routing plumbing services at One Quail Place
Building No. 30. Motion was seconded by Commissioner Joy
Whitehurst and carried by 6-0 vote (AYES: Ballard, Lewis, Nevares,
Tucker, Whitehurst, and Horning; NOES: none).
VI. CONTINUED BUSINESS
VII. REPORTS AND REMARKS
A. COMMISSION REPORTS
No 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 and
Authority Board meetings in October were provided to the Commission for
review.
Commissioner Wade Tucker commented on the parking lot improvement
project and inquired if there were additional monies approved to complete the
work.
Janet Moore stated that there was a change order to the contract that
established ramps and painting of curbs.
C. MONTHLY OCCUPANCY STATUS REPORT
The Commission reviewed the Monthly Occupancy Status Report for
September.
Teresa Vakili stated that it has been a pleasure working with the properties and
staff and thanked the Commission for the recommendation.
She reported 97.8% occupancy; 9 of the 15 communities are 100% occupied.
As a summary for this month, 336 interest list applicants were contacted,
completed 79 recertifications, and added 343 to the interest list.
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Housing Commission
Minutes November 9, 2016
D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT
The Commission reviewed the Monthly Occupancy and Average Rent
Statement for September.
Commissioner Greg Ballard asked about the energy efficiency rebate program
with regard to changes and/or benefits.
Jessica Gonzales replied that installations began mid October and therefore the
savings and/or rebates won't reflect on the reports until January or February of
next year.
Janet Moore reminded the Commission that Palm Desert has been very active
with environmental responsiveness. In efforts to reduce water consumption
before it was mandated, the properties replaced showerheads and toilets to low
flow as well as turf reduction.
E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS
The Commission reviewed the Monthly Net Operating Income Statements for
September.
F. HOUSING AUTHORITY PROPERTIES UPDATE
An update on the Housing Authority Properties was provided to the
Commission for review.
Teresa Vakili summarized the report.
Commissioner Joy Whitehurst inquired on the several units cleaned at Carlos
Ortega Villas.
Ms. Vakili replied that a new tenant brought bed bugs into the unit, therefore the
adjacent units had to be treated as a precaution.
G. Authority Home Improvement Program Update (Janet)
ACTIVITY (October 2016):
Inquiries (calls, walk-ins, emails): 6
Applications Provided: 3
Applications Submitted: 1
Janet Moore stated that some applicants concerned with liens on their
property don't apply after all. Most applicants are also referred to the
energy savings assistance program.
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Minutes November 9, 2016
VIII. NEXT MEETING DATE — December 7th, 2016 in the Administrative
Conference Room.
IX. ADJOURNMENT
With Commission concurrence the meeting was adjourned at 4:23 pm to
December 7th, 2016.
Patty Leon, Recording Secretary
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