The URL can be used to link to this page

Home My WebLink AboutMinutes - Housing Commission 03/14/2018PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: April 12, 2018 SUBJECT: HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes approved at the Housing Commission meeting held April 11th, 2018 as follows: (x) Meeting Minutes for March 14th, 2018 Please submit to the Housing Authority Board. Thank you. weel, F.I ...BY HOUSG AUTHI ON VERIFIED BY: Original on file with City Clerk's Offiik G:\HOUSING'Patty Leon\Housing Commission Uvliscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes.doc CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES MARCH 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 Juan Mireles Steve Nash 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 Diane Hollinger, Landscape Specialist Patty Leon, Recording Secretary III. ORAL COMMUNICATIONS Beverly Fitzgerald Janet Moore introduced Mr. Steve Nash as the second newest Housing Commission member. Commissioner Steve Nash provided a brief background of himself. Commissioner Greg Ballard inquired on Senate Bill 2 Building Homes and Jobs Act and how will it affect Housing. Janet Moore stated that SB2 will allow a percentage of the fees ($75) collected for real estate recording transactions to be allocated to affordable housing programs. Ms. Moore noted that at this time it is still unclear on the exact requirements and procedures, as well as local impact. 1 Housing Commission Minutes March 14, 2018 IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of February 14, 2018: Motion was made by Commissioner Juan Mireles to approve the minutes of the Housing Commission meeting of February 14th, 2018. Motion was seconded by Commissioner Wade Tucker and carried by 5-0 vote (AYES: Mireles, Nevares, Tucker, Whitehurst and Ballard; NOES: none; ABSTAINED: Nash). V. NEW BUSINESS A. 2018 Citywide Palm Tree Pruning Diane Hollinger, Landscape Specialist with Public Works, summarized the report. She stated that Reliable Tree Works, Inc. was the lowest bidder, and not to confuse Reliable Tree Works with Reliable Tree Care. She noted that that the cost to prune the palm trees went up from $26.45 to $35 per palm tree. Commissioner Juan Mireles asked about the 20% contingency. Ms. Hollinger stated that the 20% contingency has not been used in the past given that certain trees will not get pruned during the process due to their condition at that time. Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Housing Authority to Award Contract No. C36720 for the 2018 Citywide Palm Tree Pruning to Reliable Tree Works, Inc., of Coachella, California, in the total amount of the base bid of $129,185.00 (City $116,060 and Housing Authority $13,125) plus $25,837 contingency (City $23,212.00 and Housing Authority $2,625.00). (Project No. 931-18). Motion was seconded by Commissioner Wade Tucker carried by 5-0 vote (AYES: Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). B. Award of Contract - Exclusive Pest Control Services Jessica Gonzales summarized the staff report stating that the current provider Orkin was terminated due to non-performance. Commissioner Greg Ballard asked about last year's pest control expenditures. 2 G \HOUSING \Pa`.:y Leor.\Housing Comm ss on\Minutes\2018\3-14-18 dcc Housing Commission Minutes March 14, 2018 Mrs. Gonzales replied that she did not have a total to provide but would bring that information to the next meeting. Motion was made by Commissioner Juan Mireles to forward the recommendation to the Housing Authority to Authorize the Award of Contract No. HA to Exclusive Pest Control Services at the Authorities properties in a total annual amount not to exceed $71,900. Motion was seconded by Commissioner Wade Tucker carried by 5-0 vote (AYES: Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). C. Notice of Completion - Reliable Tree Care Jessica Gonzales summarized the staff report. Motion was made by Commissioner Juan Mireles to forward the recommendation to the Housing Authority to Accept the work as complete for Contract No. HA36200 with Cristobal R. Romero dba Reliable Tree Care, for 2017 Tree and Stump Removal Services for the Housing Authority Properties. Motion was seconded by Commissioner Gregory Ballard carried by 5-0 vote (AYES: Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). D. Liberty Landscaping, Inc. — Extension to Contract Jessica Gonzales summarized the staff report stating that Liberty Landscaping is the current provider at the properties and are performing satisfactorily. The contract allows the Authority and Liberty to extend the term for an additional 12 months beginning July 1, 2018. Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Housing Authority to Approve an Extension to Contract No. HA33482 with Liberty Landscaping, Inc. for annual landscape maintenance services at the Palm Desert Housing Authority properties in the amount not to exceed $328,791 for contract services and not to exceed $65,758 for extra work. Motion was seconded by Commissioner Robert Nevares carried by 5-0 vote (AYES: Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). E. Housing Authority Proposed 2018-2019 Budget Janet Moore summarized the 2018-2019 budget report referencing page 16 as the overall combined totals. She noted that the Net Operating Income shows a positive income for the properties operations. Those funds are used 3 G \FIOUSING\Patty Lecn\Housing Commission\Minutes\2018\3-14-18 dcc Housing Commission Minutes March 14, 2018 to offset other housing programs, as well as capital improvements and replacements. In addition, the Authority set aside monies, when redevelopment was dissolved, to fund capital improvements based on a replacement reserve study. Teresa Vakili reviews a detailed budget to ensure we are budgeting appropriately and not including things that can be done in-house such as replacing a boiler. Commissioner Greg Ballard asked if any monies were left from the dissolution of redevelopment. Mrs. Moore replied that the Department of Finance at the State level took possession of all the redevelopment monies including the 20°%0 set aside for Housing during the elimination of redevelopment agencies. The City petitioned the State by providing documentation regarding expenditures for deferred maintenance and at one point the State allowed deposits to that reserve fund. However, approximately 4 years ago, the State declined the City's request for additional monies. Mrs. Moore highlighted that the State is very supportive of rental housing. Jessica Gonzales applied for a grant based on the development of an affordable housing rental property known as Carlos Ortega Villas and was granted $75,000 for improvements to parks. Although, those funds will assist City parks, the goal is to provide a cooperative cohesive environment between the City and Housing so in the event Housing needs a funding source from a different mechanism the City would be willing to assist. Commissioner Greg Ballard inquired if staff can coordinate volunteers to assist the housing properties with maintenance duties. Teresa Vakili stated that currently at the properties, RPM staff will gather all their porters and maintenance crew at one property and complete a week's work in one day. Mrs. Moore stated that the City itself does not coordinate events such as this with their Committee and Commission members due to liability reasons. However, other nonprofit organizations such as the Rotary Club and Home Depot have coordinated volunteers to donate their time. In fact, Rotary members assisted Habitat for Humanity at two of their properties recently. Councilmember Liaison Kathleen Kelly commented that she moved a significant amount of decomposed granite. Commissioner Joy Whitehurst asked about Carlos Ortega Villas expenditures being that the property is fairly new. Teresa Vakili stated that those expenditures are due to costs associated with move -outs. 4 G \HOUSING\Patty Lecn\Housing Comm.ss,on\Minutes\2018\3-14-18 doe Housing Commission Minutes March 14, 2018 Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Finance Director to include the 2018-2019 Palm Desert Housing Authority Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Finance Plan for 2018-2019 to be presented to the Housing Authority Board for approval at a future meeting. Motion was seconded by Commissioner Juan Mireles carried by 5-0 vote (AYES: Mireles, Nevares, Tucker, Whitehurst, and Ballard; NOES: none). VI. CONTINUED BUSINESS VII. REPORTS AND REMARKS A. COMMISSION REPORTS B. SUMMARY OF CITY COUNCIL, SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY AGENDA ITEMS Jessica Gonzales summarized the memo highlighting that the adoption of the Smoke Free Policy was continued. The Authority Board requested staff to further review several concerns including legalized marijuana with legal counsel. Upon question if the Housing Commission would have the opportunity to review the changes made to the smoking policy, Mrs. Gonzales replied it would depend on the findings from legal counsel. Councilmember Liaison Kathleen Kelly stated that the smoking policy was a heartfelt concern to some of the Housing Commission members and suggested that staff inform the Housing Commission of when the smoking policy will be presented to the Authority Board in the event any member would be interested in attending. She further noted that there was a diversity of views and opinions from the Council Members wherein some members were hesitant about transitioning to 100% smoke free. One concern also discussed was if the Authority adopted the policy would there be an infringing effect to any policy or law pertaining to medical marijuana. Janet Moore commented that the Council's concern is the "smoking" of medical marijuana at the properties and not the prohibition of the use of medical marijuana in other forms. As a landlord the Housing Authority does not allow residents to grow or cultivate marijuana. 5 G \HOUSING\Patty Leon\Housing Comnss,on\Minutes\2318\3-14-18 doc Housing Commission Minutes March 14, 2018 Mrs. Gonzales stated that she will bring back the smoking policy to the Housing Commission upon its finalization. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for January. Teresa Vakili reported that the properties are 99% occupied with 9 properties 100% occupied. RPM Staff contacted 1012 applicants off the waiting list; completed 81 recertifications and added 242 applicants to the waiting list. At this time, Councilmember Liaison Kathleen Kelly excused herself from the meeting. Upon question on the number of applicants on the waiting list, Mrs. Vakili reported approximately 8,000 applicants on the waiting list. At this time, Commissioner Juan Mireles excused himself from the meeting. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for January. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for January. F HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (February) Teresa Vakili summarized the report. Commissioner Joy Whitehurst inquired on the installation of a rent box at Carlos Ortega Villas. 6 G \HOUSING\Patty Leon\Hcustng Ccmr ,ssion\Minutes\2C.8\3-1G-18 doc Housing Commission Minutes March 14, 2018 Ms. Vakili stated that the leasing offices are open Monday thru Friday; the rent box will allow residents to drop payments on the weekends. G. Authority Home Improvement Program (HIP) Update (Janet) ACTIVITY (February 2018): Inquiries (calls, walk-ins, emails): 16 Applications Provided: 11 Application Intake Process: 1 Ineligible (does not meet criteria): 5 Energy Savings Assistance Programs Referrals: 0 (JHC Construction - SCE/Gas Co) Janet Moore provided a brief update stating there are more inquiries during this time of the year due to the rains. VIII. NEXT MEETING DATE — April 11, 2018 IX. ADJOURNMENT With Commission concurrence, Chair Ballard adjourned the meeting at 4:30 p.m. 1 1 Patty Leon, Reb� ordin g Secrets rY G \HOUSING\Patty Leon\I-lo,:sing Cornn•1ss[or,\Minutes\2O18\3-'4-18 doc