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HomeMy WebLinkAboutMinutes - Housing Commision 07/12/2017PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: September 19, 2017 SUBJECT: HOUSING COMMISSION MINUTES Attached is a copy of the following Housing Commission Meeting Minutes approved at the Housing Commission meeting held September 13th, 2017 as follows: (x) Meeting Minutes for July 12th, 2017 Please submit to the Housing Authority Board. Thank you. CttVq4 �..�d a ....� L.r A.Pi..J I H VERIHED BY: ��Yvl Original on file with City Clerk's Offic G \HOUSING\Patty L-eon\Housing Commission \Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes doc CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES J U LY 12, 2017 I. CALL TO ORDER Gregory Ballard, Housing Commission Vice -Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Gregory Ballard — Vice Chair Mike Lewis Robert Nevares 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 Eric Ceja, Principal Planner Rafael Castaneda, Consultant Firm for Fair Housing III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES Beverly Fitzgerald Wade Tucker MINUTES of the Regular Housing Commission meeting of May 10, 2017: Motion was made by Commissioner Mike Lewis to approve the minutes of the Housing Commission meeting of May 10th, 2017. Motion was seconded by Commissioner Robert Nevares and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none). 1 Housing Commission Minutes July 12, 2017 V. NEW BUSINESS A. Assessment of Fair Housing - Preliminary Draft Janet Moore asked that this item be postponed for consideration under Section VI, New Business Held Over. Please see that portion of the minutes for Commission discussion and action. B. Receive and File the approved staff report from the Housing Authority Board meeting of June 8, 2017: 1) Approval of an extension to Contract No. HA-33450 with John Harrison Contracting in an amount not to exceed $150,000 for the 2017/2018 HVAC Mechanical Systems Maintenance Services at the Palm Desert Housing Authority Properties Janet Moore stated that the contract with John Harrison was soon to expire at the end of June so therefore staff asked the Council for approval of an extension at their meeting of June 8th Motion was made by Commissioner Mike Lewis to receive and file the approved staff report from the Housing Authority Board meeting of June 8, 2017: 1) Approval of an extension to Contract No. HA-33450 with John Harrison Contracting in an amount not to exceed $150,000 for the 2017/2018 HVAC Mechanical Systems Maintenance Services at the Palm Desert Housing Authority Properties. Motion was seconded by Commissioner Joy Whitehurst and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none) C. Palm Desert Housing Authority Rental Properties — Vendor List Commissioner Joy Whitehurst referenced the vendor list and asked if there was an alternative vendor for office supplies given that Staples might be sold to another company. Jessica Gonzales stated there is a cooperative agreement in place with Staples. In the event they are bought by another company, we believe the cooperative agreement prices will stay in place and simply transfer to the new company. Commissioner Mike Lewis asked if there are any new additions to the list. Teresa Vakili stated there are not a lot of changes to last year's vendor list. There were a few vendors removed from the list and new vendors for cleaning services were added. 2 Housing Commission Minutes July 12, 2017 Motion was made by Commissioner Mike Lewis to forward the recommendation to the Palm Desert Housing Authority Board to authorize the use of named vendors for purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority owned residential rental properties. Motion was seconded by Commissioner Joy Whitehurst and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none) D. 2017 Tree and Stump Removal Project Jessica Gonzales summarized the staff report stating there are several overgrown trees that were planted in constricted areas and have created safety issues in terms of trip hazards and property damage. Staff is recommending approval to approve a contract with Reliable Tree which is the lowest bidder. Commissioner Greg Ballard inquired on the number of trees identified. Teresa Vakili responded there are 170 trees identified thus far. Commissioner Mike Lewis asked if there was a specific property that has the majority of the overgrown trees considered for this project, and if we are considering replacing those trees. Mrs. Gonzales replied that One Quail Place has the majority of trees that will be removed as part of this contract. Staff is considering replacing some trees depending on the placement and location. Commissioner Lewis mentioned that the Palm Desert Rotary club has a goal to plant a minimum of 200 trees this year. 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. HA36200 to Reliable Tree Care for 2017 Tree and Stump Removal Services for the Housing Authority Properties in the total amount of the base bid of $87,178 plus $8,178 contingency. Motion was seconded by Commissioner Mike Lewis and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none) E. Extension to Contract HA34740B with Garland, Inc. Jessica Gonzales summarized the staff report. Commissioner Greg Ballard asked if we have identified further roof problems since the initial discussion back in January. 3 Housing Commission Minutes July 12, 2017 Janet Moore stated that there were a few minor roof issues that were addressed as part of the existing contract. However, this extension is in the event new roof issues arise. Commissioner Mike Lewis asked if all the roofs at One Quail Place were repaired. Mrs. Gonzales replied that Garland is in the process of assessing the roofs at One Quail from different companies for recommendation. This extension to Garland is for minor repairs and will not pay for replacement or substantial repairs. Motion was made by Commissioner Mike Lewis to forward the recommendation to the Palm Desert Housing Authority Board to approve a One Year Extension with Garland DBS, Inc., for roof repairs and related services at Housing Authority Properties in the total amount not to exceed $50,000. Motion was seconded by Commissioner Robert Nevares and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none) F. Award of Contract to BELFOR USA GROUP Jessica Gonzales summarized the staff report. Commissioner Joy Whitehurst asked if we have used Belfor in the past. Mrs. Gonzales replied that Belfor has provided their services at One Quail Place through an insurance claim. Commissioner Mike Lewis asked if Belfor assisted with the fire damaged units at California Villas; Mrs. Gonzales replied no the insurance adjuster identified the remediation company. Janet Moore added that Belfor services are for incidents not covered by the City's insurance company wherein a claim is filed. Commissioner Robert Nevares commented on the overgrown trees that are dying due to lack of water. Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Palm Desert Housing Authority Board to authorize an Award of Contract No. HA to Belfor USA Group, Inc. in a total annual amount not to exceed $250,000 for Emergency Services, Remediation, Restoration, Reconstruction and Related Services at the Housing Authority Properties. Motion was seconded by Commissioner Robert Nevares and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none) 4 Housing Commission Minutes July 12, 2017 VI. NEW BUSINESS HELD OVER A. Assessment of Fair Housing - Preliminary Draft Jessica Gonzales introduced Eric Ceja with the City's Planning Department and Ralph Castaneda, the consultant firm with Castaneda and Associates. Ralph Castenada stated that each year the City of Palm Desert receives federal funds known as Community Development Block Grant ("CDBG"); a program the Federal Government has funded since 1974. In order to continue to receive those funds, the City needs to develop a housing study every 5 years; however, in 2015 the nature of that study was modified to an Assessment of Fair Housing ("AFH"). A preliminary draft of the AFH was prepared and currently under review by several agencies that includes the Community Access Center, Inland Regional Center, Mental Health Department, Fair Housing Council of Riverside County. The AFH essentially looks at a variety of potential fair housing issues; each community that receives these funds must examine and document those issues. According to data prepared by HUD Palm Desert has a low segregation level and unlikely to move to a high segregation level. Mr. Castenada also mentioned the Racially or Ethnically Concentrated Areas Poverty (R/ECAP's) wherein the majority of the population are minority and the poverty rate is 40% or more and stated there are no R/ECAP's within Palm Desert. The AFH also looks at housing needs including any groups protected under the Fair Housing Law such as the disabled, race, families, female households, etc. in terms of housing costs exceeding the ability to pay. Mr. Castenada further noted that once comments are received from the designated entities, a final draft will be available to the general public late this month for 30 days. A public hearing is scheduled for the City Council meeting on September 7th of which the AFH will then be forwarded to HUD by October 4tn for a 60-day period to review and finalize. Janet Moore encouraged any input and/or comments from the Housing Commission be forwarded to Jessica Gonzales. Commissioner Mike Lewis commented that when he flips through the pages of the AFH and sees words like Blacks, Hispanics, and different races that in the United States we are still separating people by race. Councilmember Liaison Kathleen Kelly stated that she felt the purpose of this exercise is to find out if there is separation happening in a de facto way. This would assist us in analyzing on whether isolation is happening in the City. 5 Housing Commission Minutes July 12, 2017 Commissioner Mike Lewis expressed concern that we are still talking about division when we should be concentrating on housing needs that don't make enough money regardless of race. Mrs. Moore stated that the tables listed on the AFH are from publicly available data and not data collected by the City of Palm Desert but required to be used for the AFH study. Mr. Castaneda added that the Federal Agency developed most of the data for approximately 1300 cities. Motion was made by Commissioner Mike Lewis that the Housing Commission review and comment, and forward to the Director of Special Programs to finalize and present to the Housing Authority for approval at a future City Council meeting. Motion was seconded by Robert Nevares and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none) VII. CONTINUED BUSINESS None VIII. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore asked if the Housing Commission would like to take a formal action and appoint a chairman for the remaining months in 2017. Commissioner Joy Whitehurst stated she would like the Commission to appoint a Chairman at today's meeting. Motion was made by Joy Whitehurst to add the discussion to formally appoint a Chairman to the Housing Commission Agenda. Motion was seconded by Commissioner Mike Lewis and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: none) Commissioner Joy Whitehurst nominated Greg Ballard as the Chairman for the Housing Commission until next election and Commissioner Mike Lewis as the Vice Chair. Commissioner Joy Whitehurst moved by Minute Motion to nominate Greg Ballard as the Commission Chair until the next election in December of 2017 and Mike Lewis for Vice Chair. Motion was seconded by 6 Housing Commission Minutes July 12, 2017 Commissioner Robert Nevares and carried by 4-0 vote (AYES: Lewis, Nevares, Whitehurst, and Ballard; NOES: 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. Jessica Gonzales reported that Habitat for Humanity received approval by the Housing Authority for the resale of a single family home located on El Cortez; currently in escrow. Also in escrow is one of the San Benito homes. Commissioner Joy Whitehurst inquired on a newspaper article that stated Habitat was having difficulties finding a buyer. Mrs. Gonzales stated that one of the San Benito homes, constructed with a number of features for handicap, is currently looking for a veteran family with disabilities. Councilmember Liaison Kathleen Kelly asked to be excused at this time. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for April and May. Teresa Vakili reported 367 recertifications were completed, 29 move ins, 35 move outs, contacted 765 applicants from the interest list and added 516 applicants to the interest list. Mrs. Vakili also stated that the Administrative Plan allows the properties to purge the interest list every two years. Currently there are 7900 applicants on the interest list; 5200 are in the extremely low income category. She mentioned that the properties will contact 10 to 15 applicants from the interest list to actually get someone still interested or qualified for the program. She further noted that it is the applicants' responsibility to contact the properties and let them know they are still interested in the program and/or of any income changes or family size. Janet Moore also added that those families in the extremely low category are further challenged for a unit to become available, given that the properties have limited units at that income level and current residents don't' move that often. Mrs. Vakili explained that applicants on the interest list are first notified by phone of an available unit followed by a letter and given a 10 day period to respond before they are removed from the interest list. 7 Housing Commission Minutes July 12, 2017 Commissioner Mike Lewis asked if this information is provided on the application. Mrs. Vakili stated that applicants are required to sign that they are responsible to update the properties of any changes. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for April and May. Commissioner Greg Ballard asked if the report may be printed in a larger font. Janet Moore stated that staff will review the font. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for April and May. Janet Moore referenced the senior properties report "Previous Fiscal Year NOI June 30, 2016" that shows Carlos Ortega in the negative and how this year it is back on track. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (May and June) Teresa Vakili summarized the report. Pictures of completed renovated units, parking structures and new signage were provided for the Commission's review. Commissioner Joy Whitehurst referenced June's report regarding replacing a stolen pool pump and motor at Pueblos Apartment complex. Commissioner Robert Nevares mentioned that robbery, of not only pool pumps but air conditioners as well has become a problem throughout the valley. Commissioner Mike Lewis inquired if enclosing the pool pump has been considered. Janet Moore responded that the pool pumps cannot be covered. Teresa Vakili stated that there are a few vandalisms reported at the properties. 8 Housing Commission Minutes July 12, 2017 G. Authority Home Improvement Program (HIP) Update (Janet) ACTIVITY (April and May 2017): Inquiries (calls, walk-ins, emails): 31 Applications Provided: 12 Application Intake Process: 0 Ineligible (does not meet criteria): 0 Energy Savings Assistance Programs Referrals: 4 (JHC Construction - SCE/Gas Co) Janet Moore summarized the report stating that the 31 inquiries include previous HP applicants and/or questions on the program and not necessarily new applications. Commissioner Joy Whitehurst asked if the annual tree pruning project was complete. Jessica Gonzales replied that the broad leaf trees are complete and almost done with the palm trees. IX. NEXT MEETING DATE — September 13, 2017 X. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:53 pm to September 13, 2017. Patty Leon, Rec rding Secretary 9