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HomeMy WebLinkAboutMinutes - Housing Commission 04/12/2017PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: May 11, 2017 SUBJECT: HOUSING COMMISSION MINUTES Attached is a copy of the following Housing Commission Meeting Minutes approved at the Housing Commission meeting held May 10th, 2017 as follows: (x) Meeting Minutes for April 12th, 2017 Please submit to the Housing Authority Board. Thank you. 1'44 glecti t3Y HOUSG AUTH O Irl __ VERIFIED BY. °IL124'414\ Original on file with City Clerk's. Offic G:\HOUSING\Patty Leon\Housing Commission\Miscellaneous Memos\Memos to City Clerk HC\HAC - Minutes.doc CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES APRIL 12, 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 Veronica Tapia, Senior Management Analyst III. ORAL COMMUNICATIONS Commission was asked to add a new staff report Pest Control Services to this agenda for discussion under New Business. Motion was made by Mike Lewis to add the Pest Control Services staff report to the Housing Commission Agenda under New Business, Section B. Motion was seconded by Commissioner Beverly Fitzgerald and carried by 7-0 vote (AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker, Whitehurst, and Horning; NOES: none) 1 Housing Commission Minutes April 12, 2017 IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of March 8, 2017: Motion was made by Commissioner Mike Lewis to approve the minutes of the Housing Commission meeting of March 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. Housing Authority Proposed 2017-2018 Budget Veronica Tapia summarized the memo and budget comparison sheet. Commissioner Joy Whitehurst asked if the HVAC/boiler systems, water heaters, etc., are included under the repair and maintenance budget. Teresa Vakili stated that the repair and maintenance budget include items that are routine. The HVAC/boiler systems, water heaters, etc., are considered replacement expenses developed from the identified long-term needs of the properties; a replacement reserve fund was established for this purpose. Councilmember Liaison Kathleen Kelly asked about the administrative costs and if it covered city staff time. Ms. Tapia replied that administrative costs shown in the budget are primarily RPM Company's staff. City's staff time is reimbursed directly from the Net Operating Income. Chair Heather Horning referenced the increase to contracted services in the actual budget column. Janet Moore stated that during the construction phase of Carlos Ortega there was a significant increase to courtesy patrol. However those costs have been reduced as well as the pond maintenance and pest control services. Chair Horning inquired on the energy savings. Jessica Gonzales stated that it took several months to establish a contract with Southern California Edison concerning the solar system at Carlos Ortega Villas; billing charges have been adjusted and reduced since then. 2 Housing Commission Minutes April 12, 2017 Mrs. Moore also noted that although there are efforts in saving electricity, water cost have increased significantly. Chair Horning asked about housekeeping expenses. Ms. Vakili stated that there are 2 housekeepers contracted to clean the interior of units and make ready to re -lease; housekeeping services are not provided to the tenants. The groundskeepers maintain the exterior of the units and common areas. Upon question of the number of ponds at One Quail Place, Ms. Vakili stated that there is one at the entrance of One Quail Place which is an attractive feature; there has been no issues with mosquitos. The removal of the ponds project included 11 ponds. Motion was made by Commissioner Mike Lewis to forward the recommendation to the Finance Director to include the 2017-2018 Motion was seconded by Vice Chair Gregory Ballard and carried by 7- 0 vote (AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker, Whitehurst, and Horning; NOES: none) B. Pest Control Services Jessica Gonzales summarized the staff report. Upon question, Teresa Vakili stated that she has not worked with Orkin but seemed to be very professional. She noted some minor issues with the current contracted company such as repeated services and inattention to the rodent bait boxes. Approximately $61,000 was expended for pest control services last year that included bed bug treatments and bee removals. Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Palm Desert Housing Authority Board to authorize the Award of Contract to Orkin, LLC, in the total annual amount not to exceed $50,000 for pest control and related services at Palm Desert Housing Authority owned properties. Motion was seconded by Commissioner Beverly Fitzgerald and carried by 7-0 vote (AYES: Ballard, Fitzgerald, Lewis, Nevares, Tucker, Whitehurst, and Horning; NOES: none) 3 Housing Commission Minutes April 12, 2017 VI. CONTINUED BUSINESS None VII. REPORTS AND REMARKS A. COMMISSION REPORTS None 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 was provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for February. Teresa Vakili reported that the properties are currently at 98.99% occupancy; 175 applicants were contacted from the interest list; 61 recertifications were completed; 13 move -ins and 15 move -outs D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for February. Teresa Vakili highlighted that the majority of the units at both the multifamily and senior complexes are still below 75 - 80% of the County median income. Janet Moore mentioned that HCD have not released the 2017 income limits. Upon question, Jessica Gonzales stated that once HCD publishes the income limits, rental rates are then adjusted accordingly; only during recertification of tenants leases are the rents increased by the new income limits. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for February . 4 Housing Commission Minutes April 12, 2017 Teresa Vakili referenced Palm Village's significant expenses due to the rehab of the second level decking. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Teresa Vakili summarized the report. Pictures of the re -piping rehab project for Building 40 at One Quail Place were displayed for review. Commissioner Mike Lewis suggested decomposed granite low maintenance as an alternative to the grass affected by the rehab project. Staff is discussing several possibilities with the landscape department. Commissioner Joy Whitehurst asked on the number of units affected by the project. Ms. Vakili stated there are 16 units in each building however only the lower units of 8 tenants were transferred; the top level units did not have to be transferred. She noted there have been no complaints from the tenants; the contractor had to shut off water once. Veronica Tapia provided an updated on the candlewood deck project, noting that a signed contract has been received. Pictures will be brought to the Commission for review at a future meeting. At this time, Ms. Vakili reported on a fire that took place at Carlos Ortega Villas. A tenant accidently turned on the range while moving in, sprinklers were triggered and the fire department responded to the site. Two units were affected by the fire and tenants had to be relocated. Commissioner Whitehurst asked if dogs were allowed at the properties. Ms. Vakili responded yes with no restrictions on breed and/or size, unless the animal shows aggression. 5 Housing Commission Minutes April 12, 2017 G. Authority Home Improvement Program (HIP) Update (Janet) ACTIVITY (February 2017): Inquiries (calls, walk-ins, emails): 6 Applications Provided: 4 Application Intake Process: 1 Ineligible (does not meet criteria): 1 Energy Savings Assistance Programs Referrals: 0 (JHC Construction - SCE/Gas Co) Janet Moore stated that the HIP program will appear in the Brightside in May. VIII. NEXT MEETING DATE — May 10, 2017 IX. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:50 pm to May 10, 2017. Patty Leon, cording Secretary 6