Loading...
HomeMy WebLinkAboutMinutes - Housing Commission 11/15/2017PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: December 14, 2017 SUBJECT: HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes approved at the Housing Commission meeting held December 13th, 2017 as follows: (x) Meeting Minutes for November 15, 2017 Please submit to the Housing Authority Board. Thank you. m.(�s�0�ev HOUSG AurH ON I-(i-14...., VERIFIED BY:. 4r`.4%1 Original on file with City Clerk's. Offik G:\HOUSING'Patty Leon\Housing Commission \Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes.doc CITY OF PALM DESERT ADJOURNED HOUSING COMMISSION MEETING MINUTES NOVEMBER 15, 2017 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 Mike Lewis Robert Nevares Joy Whitehurst Others Present: Kathleen Kelly, City Council Member Liaison Janet Moore, Director of Finance Teresa Vakili, RPM Company Patty Leon, Recording Secretary Patricia Carmona, Resident at California Villas III. ORAL COMMUNICATIONS Wade Tucker Patricia Carmona was introduced to the Housing Commission. Ms. Carmona stated that she was in attendance to discuss the smoking policy under continued business. IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of October 11, 2017: Motion was made by Commissioner Mike Lewis to approve the minutes of the Housing Commission meeting of October 11th, 2017. Motion was seconded by Commissioner Joy Whitehurst and carried by 5-0 vote (AYES: Fitzgerald, Lewis, Nevares, Whitehurst, and Ballard; NOES: none). 1 Housing Commission Minutes November 15, 2017 V. NEW BUSINESS A. Ratification of Change Order No. 1 and authorize Change Order No. 2 with Reliable Tree Care Janet Moore stated that during the tree and stump removal project, the contractor identified twenty eight additional trees that need to be removed due to disease or that they were dead. Teresa Vakili noted that one of the trees identified to be removed is wrapping roots around an underground mainline at One Quail Place. Motion was made by Commissioner Beverly Fitzgerald to forward the recommendation to the Housing Authority to authorize a ratification of Change Order No. 1 and authorize Change Order No. 2 to Contract No. HA36200 with Reliable Tree Care for 2017 Tree and Stump Removal Services for the Authority Properties. Motion was seconded by Commissioner Gregory Ballard and carried by 5-0 vote (AYES: Fitzgerald, Lewis, Nevares, Whitehurst, and Ballard; NOES: none). B. Award of Contract to Kirkpatrick Landscaping Services Janet Moore summarized the staff report. Commissioner Mike Lewis asked if pictures of the anticipated project were available. Teresa Vakili responded that only landscape design renderings were provided. Upon question of the types of trees being replaced, Mrs. Moore stated that the Landscape Department is reviewing the plans and will recommend the different types of trees depending on the area of placement. Motion was made by Commissioner Mike Lewis to forward the recommendation to the Housing Authority to authorize the award of Contract No. HA36450 to Kirkpatrick Landscaping Services, Inc. for the California Villas Landscape Improvement Project in the total amount of the base bid of $93,418.50 plus $18,684 contingency. Motion was seconded by Commissioner Joy Whitehurst and carried by 5-0 vote (AYES: Fitzgerald, Lewis, Nevares, Whitehurst, and Ballard; NOES: none). 2 Housing Commission Minutes November 15, 2017 VI. CONTINUED BUSINESS A. Consideration of current policy as it relates to percentage of smoke -free units Janet Moore stated that a policy with regard to smoke -free units was reviewed by the Housing Commission back in 2014. At that time, the Commission decided to not recommend 100% smoke -free units to the City Council but instead a policy was adopted to allow a small percentage of units that would be designated as "smoking", specifically at the larger properties. The memo provided to the Commission shows the number of smoke -free units implemented as of October 2017. The policy implementation was to be over five years with a review at the mid -point during the years to review the progress and make any recommendations if changes are needed. Mrs. Moore noted that when a property is renovated and/or acquired, the property is immediately designated 100% smoke -free. Ms. Patricia Carmona expressed concern with the grandfathered smoking units that perpetuate the presence of second-hand smoke. Ms. Carmona also mentioned that her neighbors are using industrial strength air fresheners to hide the smoke, creating two different poisonous airborne contaminations, and how they are disregarding the 3-day notice to quit or comply. Ms. Carmona asked the Housing Commission to consider reducing the remaining two year policy to one year and/or maybe six months. Commissioner Gregory Ballard stated that Ms. Carmona's concerns would be directed to staff. Commissioner Joy Whitehurst asked Ms. Carmona if she would consider moving to a smoke -free building. In response to Ms. Whitehurst comment, Ms. Carmona replied that moving would be "...kind of an oxymoron because the smokers are sprinkled everywhere...". Commissioner Whitehurst asked about those residents that smoke in smoke -free units. Teresa Vakili stated that those residents who signed a Smoke -Free Lease Addendum and are in fact smoking, in their units, have been addressed and in some cases may be asked to vacate the unit. She noted that RPM staff cannot tell a smoking resident to stop smoking but can prohibit them from smoking in the units. She also noted that implementing the policy has been challenging in terms of transferring nonsmoking residents to smoke -free buildings as well as remediating the smoking units. She further noted that RPM staff has been working with Ms. Carmona under the circumstances and will continue to do so the best they can. 3 Housing Commission Minutes November 15, 2017 At this time, Mrs. Moore addressed the Commission as to the current status and asked the Commission for input. Commissioner Joy Whitehurst suggested all units be 100% smoke -free. Commissioner Beverly Fitzgerald referenced the memo and felt that the percentage of smoke -free units should be higher given the policy has been in effect for three years. Mrs. Moore stated that residents may self -designate their unit to smoke -free at any time or can wait until the end of the five-year term. However, at the end of the five years, units designated to be smoke -free will be mandated. Commissioner Fitzgerald stated that she relates to those residents being affected by second-hand smoke as she also suffers from allergies and agreed with Commissioner Whitehurst to implement smoke -free units at all the properties. Ms. Carmona commented that the majority of the residents in a smoke -free unit only comply when the leasing office is open, however on the weekends and after hours she feels it's treacherous. She commented that upon her move in, she complained about her neighbor smoking and now feels she is being harassed by that neighbor. Ms. Carmona further noted that the addendum clearly states that there will be no intimidation and/or harassment as a result of identifying a resident smoking in a smoke -free unit. Commissioner Gregory Ballard asked if HUD regulations take precedence over the policy. Ms. Moore replied that the City of Palm Desert's affordable programs are not funded by HUD and therefore do not have to comply with their requirements. She reminded the Commission that when HUD issued a regulation that prohibits smoking on all HUD properties, the City joined efforts to promote public health, safety, and welfare and created a smoke -free policy. In addition, RPM staff conducted an informal survey to determine the number of smokers and nonsmokers in order to consider a recommendation for smoke -free units. It was noted that the American Cancer Society also grades the City on such efforts as this. Commissioner Gregory Ballard also recommended the properties to be smoke - free. Commissioner Robert Nevares commented that he has complained numerous times to the property manager of residents smoking in non -designated areas and agreed that the properties should implement 100% smoke -free units. 4 Housing Commission Minutes November 15, 2017 Commissioner Mike Lewis recommended that the Housing Commission revisit the smoking policy, including e-cigarettes, as he was concern with costs to refurbish smoking units on tax payer dollars. Mrs. Moore stated that if the Commission's direction is to implement 100% smoke -free communities, the transition will take approximately 12 months to allow for proper notification to the residents of the change. She noted that revising the policy will take approximately two months to ensure all laws are met. If approved, the e-cigarettes will be included in the policy as well as the smoking of marijuana. Motion was made by Commissioner Gregory Ballard to director staff to revisit the policy and develop a revised policy for 100% smoke -free housing within a 12 month period. Motion was seconded by Commissioner Mike Lewis and carried by 5-0 vote (AYES: Fitzgerald, Lewis, Nevares, Whitehurst, and Ballard; NOES: none Commissioner Gregory Ballard asked if the City should adopt HUD's plan instead of rewriting the plan. Mrs. Moore replied that HUD's plan references different issues not relative to our properties. She noted that the Authority's policy is a good plan and will require only a few modifications. Staff will work with legal counsel to ensure new laws relative to marijuana are considered in the policy. Mrs. Moore reiterated that the policy will take time to complete. Commissioner Mike Lewis asked on the cost to remediate a 'smoking' unit. Ms. Vakili responded that it depends on the severity of the unit. There is a unit that was vacated recently by a long term resident (20 years) that smoked. The unit will be remediated to include replacing cabinets, possibly drywall and ceiling totaling a cost of approximately $8,000 to $12,000. Commissioner Lewis asked about a unit with a one-year resident that smoked. Ms. Vakili stated that in some cases a thorough cleanup of walls and replacement of carpet, which is typical, is all that is needed. She noted that marijuana does not leave a residue as cigarette smoking which penetrates into the walls, carpets, etc. Ms. Carmona asked if air fresheners may be considered into the policy as well. Ms. Vakili responded that RPM Company does not have the right to mandate any type of fresheners per RPM's legal counsel. Commissioner Whitehurst reiterated that she thought Ms. Carmona should move. 5 Housing Commission Minutes November 15, 2017 Ms. Carmona communicated that she feels that there is no place for her to move, stating that her dog is also affected by the air fresheners. Commissioner Robert Nevares suggested placing a bowl of vinegar on top of the refrigerator to dissipate the odors. Ms. Carmona replied she is not the one creating the odor. At this time, Ms. Carmona thanked the Commission for listening to her concerns and excused herself from the meeting. VII. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore asked the members and staff who attended the rededication of a Habitat for Humanity home to share their thoughts. Commissioner Gregory Ballard stated that it was a wonderful event and heartfelt. Mrs. Moore reminded the Commission that a dedication of the San Benito homes will be coming soon. 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. Janet Moore reported on the Request for Proposals for the construction of a for - sale affordable residential project consisting of fourteen single-family self-help homes. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for September. Teresa Vakili reported that the properties are currently 98% occupied; 104 recertifications were completed; there were 19 move -ins and 12 move -outs; and staff contacted 854 applicants off the waiting list. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for September. 6 Housing Commission Minutes November 15, 2017 E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for September. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (October) Teresa Vakili reported that the Candlewood Deck Improvement Project is nearing completion. Commissioner Gregory Ballard asked about unforeseen issues with the Candlewood Deck Improvement Project. Ms. Vakili stated that there was a minor issue with a rotting beam that was replaced. Other than that, the contractor was very professional and ensured all safety matters related to walkways. Ms. Vakili commented that she was very pleased with the company. G. Authority Home Improvement Program (HIP) Update (Janet) ACTIVITY (October 2017): Inquiries (calls, walk-ins, emails): 12 Applications Provided: 6 Ineligible (does not meet criteria): 8 Energy Savings Assistance Programs Referrals: 0 (JHC Construction - SCE/Gas Co) Janet Moore provided a brief update on the program, noting that homeowners are benefiting from the programs provided by Southern California Edison (SCE) and The Gas Company (The Gas Co.). She also mentioned that the rental properties have utilized these programs. Teresa Vakili added that a report was created to demonstrate to SCE and Gas Co. that 80% of the residents at One Quail are at the low- income limits required for these programs (in lieu of having each resident complete an application). VIII. NEXT MEETING DATE — December 13, 2017 IX. ADJOURNMENT With Commission concurrence the meting was adjo .irned at 4:26 pm to December 13, 2017. Patty Leon, 7 g� ecording Secretary