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.
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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).
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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.
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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.
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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)
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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.
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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
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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.
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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.
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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
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