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Home My WebLink AboutMinutes - Housing Commissio 02/14/2018PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY • DATE: March 16, 2018 SUBJECT: HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes approved at the Housing Commission meeting held March 14th, 2018 as follows: (x) Meeting Minutes for February 14th, 2018 Please submit to the Housing Authority Board. Thank you. Revd 'i. `SBY HOUSG AUTIh ON....11'1 . VERII-IED ")riginal on file with City Clerk's. Oft G:\HOUSING\Patty Leon\Housing Commission\M scellaneous\Memos\Memos to City Clerk FICTIAC - Minutes.doc CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES FEBRUARY 14, 2018 I. CALL TO ORDER Gregory Ballard, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Gregory Ballard — Chair Beverly Fitzgerald — Vice Chair Juan Mireles Robert Nevares Wade Tucker Joy Whitehurst Others Present: Kathleen Kelly, City Council Member Liaison Lauri Aylaian, Executive Director Janet Moore, Director of Finance Jessica Gonzales, Senior Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary III. ORAL COMMUNICATIONS Janet Moore introduced Mr. Juan Mireles as the newest Housing Commission member. She noted that there is another member that was also appointed to this Commission, however was unable to attend today's meeting. Commissioner Juan Mireles provided a brief background of himself. Upon question of Mike Lewis, Councilmember Liaison Kathleen Kelly stated that Mr. Lewis's four-year term had expired. At this time, the Commission was asked to add a new staff report, Mailbox Canopies and Carports Project at One Quail Place, to this agenda for discussion under New Business. 1 Housing Commission Minutes February 14, 2018 Motion was made by Commissioner Juan Mireles to add Staff Report Mailbox Canopies and Carports Project at One Quail Place to the Housing Commission Agenda under New Business, Section C and seconded by Commissioner Joy Whitehurst and carried by 6-0 vote (AYES: Fitzgerald, Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of January 10, 2018: Motion was made by Commissioner Beverly Fitzgerald to approve the minutes of the Housing Commission meeting of January 10th, 2018. Motion was seconded by Commissioner Gregory Ballard and carried by 5-0 vote (AYES: Fitzgerald, Nevares, Tucker, Whitehurst and Ballard; NOES: none; ABSTAINED: Mireles). V. NEW BUSINESS A. Smoke -Free Policy Jessica Gonzales summarized the staff report, stating that the Housing Commission recommended designating all of the Authority properties as 100% smoke free during the mid -point update discussion at the November 15th meeting. Commissioner Gregory Ballard asked on the percentage of residents that smoke at the properties. Teresa Vakili replied that approximately 16% of residents smoke. She noted that the Policy does not require residents to quit smoking but rather prohibit smoking anywhere in the Authority properties including the common areas previously designated for smoking. Mrs. Gonzales mentioned that a notice will be provided to all residents informing them of the proposed new Policy if the new Policy is adopted; residents will be given 90 -120 days to acknowledge such Policy. Janet Moore reminded the Commission that residents that smoke will not be evicted or asked to be moved nor will residents' that smoke be denied tenancy. Councilmember Liaison Kathleen Kelly asked if information or resources may be available to those tenants who wish to quit smoking. 2 Housing Commission Minutes February 14, 2018 Ms. Gonzales replied that those resources will be available once the Policy has been implemented as mentioned under Section 3.9 of the Policy. Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Housing Authority to adopt Resolution No. HA Replacing Resolution No. HA-66 and Amending the Smoke Free Policy for Multi Family Communities Owned and Operated by the Palm Desert Housing Authority. Motion was seconded by Commissioner Juan Mireles carried by 6-0 vote (AYES: Fitzgerald, Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). B. Notice of Completion — New Construction Solutions Inc. Jessica Gonzales reported that New Construction Solutions, Inc. has completed the re-routing plumbing services at One Quail Place. Commissioner Gregory Ballard asked if tenants have commented on the plumbing such as water pressure variance, etc. Teresa Vakili stated that the re-routing of the plumbing did not change water pressure, however it allowed for additional valves to shut off water to certain units instead of shutting off water to the entire building. Motion was made by Commissioner Beverly Fitzgerald to forward the recommendation to the Housing Authority to Accept the Work as Complete for Contract No. HA35590B with New Construction solutions Inc., for Rerouting Plumbing Services at One Quail Place Building No. 19, 22, and 40. Motion was seconded by Commissioner Wade Tucker carried by 6-0 vote (AYES: Fitzgerald, Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). C. Mailbox Canopies and Carports Project — One Quail Place Jessica Gonzales summarized the staff report. Commissioner Joy Whitehurst asked if a larger scope of work is being proposed. Mrs. Gonzales replied that the scope of work will not change. The contractors that submitted a bid were deemed non responsive and therefore staff is asking to re -bid the project. The scope of work will include the larger carports of 6 to 8 spaces as well as a canopy to the mailboxes located throughout the property. Commissioner Greg Ballard inquired on cost to implement solar panels. 3 Housing Commission Minutes February 14, 2018 Janet Moore stated that staff reviewed the option to implement solar panels several years ago, however One Quail Place has a lot of trees that shade the buildings which then cause the solar panels to be ineffective. Mrs. Gonzales added that the scope will also include retrofitting of electrical work to the carports in the event this changes in the future. Motion was made by Commissioner Beverly Fitzgerald to forward the recommendation to the Housing Authority to Reject all Bids Received for Construction of Mailbox Canopies and Carports Project at One Quail Place Apartments Contract No. HA36610. Motion was seconded by Commissioner Juan Mireles carried by 6-0 vote (AYES: Fitzgerald, Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). VI. CONTINUED BUSINESS A. Administrative Plan Section 3: Resident Selection and Waiting List Procedures Jessica Gonzales asked the Commission for any comments on the Section provided. Commissioner Joy Whitehurst addressed Teresa Vakili and asked her thoughts on the changes. Teresa Vakili replied that she has provided her comments and agrees with the changes being presented. No Motion was necessary at this time. VII. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore distributed the City's "BrightSide" and referenced the back page with regard to an article on Palm Desert In -touch App. Mrs. Moore asked the Commission to pass the word on the app to residents and visitors interested about special events, meetings, as well as report issues such as graffiti, potholes, etc. from their smartphones, tablets, and/or personal computer. 4 Housing Commission Minutes February 14, 2018 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 December. Teresa Vakili reported that the properties are 97.5% occupied; property managers completed 182 recertifications. Commissioner Wade Tucker asked about the waiting list and if each property has their own. Mrs. Vakili replied that each property has a wait list in place; applicants may be on multiple wait list. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for December. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for December. F HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (January) Teresa Vakili summarized the report. G. Authority Home Improvement Program (HIP) Update (Janet) 5 Housing Commission Minutes February 14, 2018 ACTIVITY (January 2018): Inquiries (calls, walk-ins, emails): 12 Applications Provided: 5 Application Intake Process: 1 Ineligible (does not meet criteria): 6 Energy Savings Assistance Programs Referrals: 0 (JHC Construction - SCE/Gas Co) Janet Moore provided an update stating that most applicants are taking advantage of the Energy Savings Assistance Program to replace HVAC. With regard to roof repairs, applicants are asked to contact their homeowner's insurance first. VIII. NEXT MEETING DATE — March 14, 2018 IX. ADJOURNMENT With Commission concurrence, Chair Ballard adjourned the meeting at 4:02 p.m. Patty Leon, Recording Secretary 6