Loading...
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. Ilef-etvqF�SY HOUSG AUTH ON l- 12-(1 VERIFIED BY: le-19k-/rlvh Original on file with City Clerk's Offiof LlI-1)) ►?cen-F : Jtmettlioui G \HOUSING\Patty Leon Housing Commission\Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes.doc 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. 1 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. 2 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. 3 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. 4 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. 5 Housing Commission 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 6