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Home My WebLink AboutMinutes - Housing Commission 09/05/2018PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: October 11, 2018 SUBJECT: HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes approved at the Housing Commission meeting held October 10th, 2018 as follows: (x) Meeting Minutes for September 5th, 2018 Please submit to the Housing Authority Board. Thank you. S "P2e-DvD ' HOUSG AUTh ON b..: S c?( .... __ VERIFIED BY• LI►"""1 .k")rigrnal on Tile with City Clerk's Offir p-y(;S :I4-pnZ iiC, V-6L1.-)c Ntorwoc W�4e 2isdDN�i►+o,�) NO : �JDNG N DI— G'WOUSfNG\Cindy Garcia\Housing Commission\lAC - Minutcs doc CITY OF PALM DESERT ADJOURNED HOUSING COMMISSION MEETING MINUTES SEPTEMBER 5, 2018 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 Steve Nash 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 Randy Chavez Landscape Inspector Diane Hollinger, Horticulturist Barbara Steffens, Palm Desert Resident III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES Robert Nevares MINUTES of the Regular Housing Commission meeting of July 11, 2018: Motion was made by Commissioner Beverly Fitzgerald to approve the minutes of the Housing Commission meeting of July 11th, 2018. Motion was seconded by Commissioner Juan Mireles and carried by 5-0 vote (AYES: Fitzgerald, Mireles; Nash, Whitehurst and Ballard; NOES: none; ABSENT: Nevares). Housing Commission Minutes V. NEW BUSINESS September 5, 2018 Receive and File the approved staff report from the Housing Authority Board meeting of August 23, 2018: 1) Award Contract No C36980 for the Citywide Tree Pruning to George Salinas Tree Preservation, of Yorba Linda California, in the amount of the base bid of S362,000 (Housing Authority $44,200) plus contingency (Project No 932-18) Randy Chavez, Landscape Supervisor, stated that this year the Landscape Department decided to change the pruning time of the broad leaf trees to the fall rather than the spring as the previous years. He noted that contractors get behind when they prune in the spring and end up pruning the trees closer to summer which affect the trees. Also, this year the contract will include the Desert Willow Golf Resort trees The Housing Authority Board approved the staff report at their meeting of August with the understanding that the Housing Commission would receive the report at their September meeting. Jessica Gonzales added that this is a typical contract that has been presented to the Housing Commission on an annual basis. Mr. Chavez mentioned that the cost to prune the trees are the same as last years of S100 per tree. Commissioner Juan Mireles asked on the timeframe for completion and if staff has used this contractor in the past. Mr. Chavez replied that it will take approximately 120 days to complete considering overseeding schedules. This will be the first time the City contracts with George Salinas Tree Preservation however, staff did check references from other cities who have used Salinas. Motion was made by Commissioner Juan Mireles to Receive and File the approved staff report from the Housing Authority Board meeting of August 23, 2018: 1) Award Contract No. C36980 for the Citywide Tree Pruning to George Salinas Tree Preservation, of Yorba Linda, California, in the amount of the base bid of $362,000 (Housing Authority $44,200) plus contingency (Project No 932-18). Motion was seconded by Commissioner Beverly Fitzgerald and carried by 5-0 vote (AYES: Fitzgerald, Mireles; Nash, Whitehurst and Ballard; NOES: none; ABSENT: Nevares). Notice of Completion - S&T Contractors Services, Inc. Jessica Gonzales stated that the carports and canopies for the mailboxes are complete. Pictures will be provided at the next Commission meeting It was noted that the postman is happy and thankful for the canopies G NG "a• 1 _ec^'`+o,s 9,3 5 19r,- Housing Commission Minutes September 5, 2018 Commissioner Steve Nash asked on the inspection of such project. Mrs. Gonzales replied that the Building and Safety Department issues the permit and ensures the project meets the requirements of City codes In addition, Teresa Vakili will verify the work progress on a daily basis. Motion was made by Commissioner Juan Mireles to forward the recommendation to the Housing Authority to accept the work as complete for Contract No. HA36610 with S&T Contractors Services, Inc. for the construction of mailbox canopies and carports project at One Quail Place Apartments. Motion was seconded by Commissioner Beverly Fitzgerald and carried by 5-0 vote (AYES: Fitzgerald, Mireles; Nash, Whitehurst and Ballard; NOES: none; ABSENT: Nevares). Smoking Policy Jessica Gonzales provided a brief overview of the proposed new Smoke - Free Policy ("Policy"). In 2014, a Policy was adopted with small communities deemed 100% smoke -free and larger properties designated 80% of their units as smoke -free units, through attrition In 2017 the Housing Commission was provided with an update of the Policy's implementation and the Commission unanimously recommended amending the Policy with all Authority units as 100% smoke -free. In March 2018, the Authority Board directed staff to review whether the Authority could allow both smoking and smoke free options. Staff and legal counsel determined that the best option was to go 100% smoke -free including the common areas. Staff is providing alternatives for the Authority Board to consider with the exception of Palm Village due to the requirements of its funding source Commissioner Steve Nash asked about vaping' Mrs. Gonzales replied that vaping is already prohibited under the current Policy. Commissioner Nash asked about the new affordable project off Hovley being proposed and if those units have to be smoke -free as well Janet Moore replied that the project will be privately owned and will have its own policy and will have to comply with their funding regulations. Commissioner Joy Whitehurst addressed Teresa Vakili who will enforce the Policy and asked what her thoughts are. Teresa Vakili stated that residents have been notified of the proposed Smoke -Free Policy. Since 2014, all new move -ins are required to sign a 3 (; ''OJS'VG.Par, s ':'-'"1 . .'8 A ' re,7 '.'"e:^g Housing Commission Minutes September 5, 2018 smoke -free addendum. The difficulty has been those units that were grandfathered in and smoke near units that are designated as non-smoking units. Commissioner Beverly Fitzgerald asked about residents that have a medical card to smoke marijuana Ms. Vakili stated that not until the new Policy is in effect can management staff prohibit the smoking of cannabis. She noted that there is a resident that prefers to smoke the cannabis versus using other alternatives. Commissioner Whitehurst asked if currently there is a designated area for smoking. Mrs. Vakili stated that there is a section of the pool designated for smoking However, residents have complained the smoking areas are too close to the units. Mrs. Gonzales noted that the City of La Quinta and Rancho Mirage have implemented a 100% smoke -free policy within their affordable communities Commissioner Juan Mireles asked how the City Council felt about the proposed new Policy. Councilmember Liaison Kathleen Kelly stated that the Councilmembers have different views with regard to 100% smoke -free. Councilmember Kelly encouraged the Commission to attend the next Council meeting when the Smoke -Free Policy will be reviewed, and directed staff to notify the Commission. Motion was made by Commissioner Juan Mireles 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 affordable residential communities owned, operated and restricted by the Palm Desert Housing Authority. Motion was seconded by Commissioner Beverly Fitzgerald and carried by 5-0 vote (AYES: Fitzgerald, Mireles; Nash, Whitehurst and Ballard; NOES: none; ABSENT: Nevares). VI. CONTINUED BUSINESS A. Administrative Plan • Section 6. Recertification Requirements ,-fh,S'\� �d' , , ^_ Cr^.-i Sao",.^,.. .�, c.: �'d`S ° '8 A7, r ^_ `far+•,•• ^, Housing Commission Minutes September 5 2018 Jessica Gonzales summarized Section 6 of the Administrative Plan A vote will be required once all sections have been completed as an action item Commissioner Greg Ballard asked on the meaning/value between "resident" versus "tenant" Janet Moore stated that it is important to the Authority/City and RPM Staff that residents feel at home and feel like they are members of a community She noted that when you call someone a tenant it becomes an agreement and/or a contract relationship, there's no sense of being a part of the community. VII. REPORTS AND REMARKS COMMISSION REPORTS 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 RPM Company Monthly Reports for June • • • Monthly Occupancy Status Report Report #1 - Monthly Occupancy and Average Rent Statement Report #2 - Monthly Net Operating Income Statements Janet Moore reported that the Agenda will include all reports in one section as an item for discussion from now on. The Commission reviewed the Reports for June. Teresa Vakili reported that the properties are 98% occupied. Staff completed 173 recertifications; contacted 964 applicants off the waiting list. With regard to the Monthly Occupancy and Average Rent Statement, Ms Vakili reported that the number of units in the moderate income levels decrease by 7%. 5 0 '-OUS NO ^a"7 Lecr4,cus nc Ccr, ss 2318 '5 5 '8 <r,c..-ned Vee'. Housing Commission Minutes RPM Company Monthly Reports for July • • • September 5, 2018 Monthly Occupancy Status Report Report #1 - Monthly Occupancy and Average Rent Statement Report #2 - Monthly Net Operating Income Statements The Commission reviewed the Reports for July. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (July and August) Teresa Vakili summarized the report. Authority Home Improvement Program (HIP) Update (Janet) ACTIVITY (July and August 2018) Inquiries (calls, walk-ins, emails): 13 Applications Provided: 4 Applications Received: 0 Application being processed (received June) 1 Eligible (possibly meets criteria): 4 Ineligible (does not meet criteria): 9 Energy Savings Assistance Programs Referrals: 3 (JHC Construction - SCE/Gas Co) Janet Moore summarized the HIP Program stating that an application was approved for a replacement of a roof system Depending on the household's income level, grants are either forgiven over a certain time or repayable if they sell their home. Homeowners are notified upfront of possibly placing a lien against their properties. VIII. NEXT MEETING DATE — October 10th, 2018 IX. ADJOURNMENT With Commission concurrence, Chair Ballard adjourned the meeting at 4:10 p.m. to October 10th Patty Leon, Recofding Secretary C "G''S'NGr'd"y . , „ n SrC"'P,1�• Jes�C'„ _ ' ACOu .J \t,+„