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Home My WebLink AboutMinutes - Housing Commission 11/14/2018\-1A5L C PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: December 13, 2018 SUBJECT: HOUSING COMMISSION MINUTES Attached is a copy of the Housing Commission Meeting Minutes approved at the Housing Commission meeting held December 12th, 2018 as follows: (x) Meeting Minutes for November 14th, 2018 Please submit to the Housing Authority Board. Thank you. IZLZCIVL"�F�L p� �C�U� '- • O ON.. �l .�o� Z019, ..- _...�..- VERIFIED BY: &L Original on the with City Clerk's (Nib G \HOUSINGTatty Leon \ lousing Commission\Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes doc CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES NOVEMBER 14, 2018 I. CALL TO ORDER Beverly Fitzgerald, Housing Commission Vice -Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Beverly Fitzgerald Vice -Chair Gregory Ballard Juan Mireles Steve Nash Robert Nevares Joy Whitehurst Others Present: Kathleen Kelly, City Council Member Liaison Lauri Aylaian, Executive Director Janet Moore, Director of Finance Teresa Vakili, RPM Company Patty Leon, Recording Secretary Cindy Garcia, Office Specialist Cora Gaugush, Management Specialist 11 Carlos Hernandez, Facilities Manager Sue Sherman, Palm Desert Resident III. ORAL COMMUNICATIONS Councilmember Liaison Kathleen Kelly presented the Commissioners with gift certificates expressing appreciation for their service. Commissioner Juan Mireles reported that he attended a Sister Cities Foundation meeting last week along with Councilmember Kathleen Kelly. He stated that one of the designated sister cities from the City of Ixtapa-Zihuatanejo, Mexico will be visiting at the end of January and inquired on Palm Desert's Housing program. Mr. Mireles asked if a Housing staff member and/or Housing Commissioner be present during their visit to assist them with housing questions. Janet Moore responded that she will coordinate to have a housing staff member available during their visit. Housing Commission Minutes November 14, 2018 IV. APPROVAL OF MINUTES MINUTES of the Adjourned Housing Commission meeting of October 10, 2018: Motion was made by Commissioner Joy Whitehurst to approve the minutes of the Housing Commission meeting of October 10th, 2018. Motion was seconded by Commissioner Steve Nash and carried by 4-0 vote (AYES: Mireles, Nash, Nevares, Whitehurst, and Fitzgerald; NOES: none; ABSENT: Ballard). V. NEW BUSINESS A. Award of Contract No. HA37350 S&T Contractors Services, Inc Cora Gaugush and Carlos Hernandez, from the Public Works Department, were present to answer any questions with regard to the staff report. Cora Gaugush summarized the staff report stating that there were no responsive bids received and therefore staff contacted S & T Contractors Services directly given that they are familiar with One Quail Place and the product being recommended. Teresa Vakili stated that S & T Contractors was contracted for the construction of the mailbox canopies and carports at One Quail Place and staff was very pleased with their work. She noted that the stair top handrails are in much need of replacement. Commissioner Joy Whitehurst asked if the recommended product will resist the heat. Mrs. Gaugush replied that the product being recommended will be treated with a polyurea coating to resist heat and it will also provide for a better hand gripping. Upon question, Mrs. Vakili stated that the stairways consist of wrought iron with wooden handrails that have deteriorated. The product recommended is said to be indestructible and maintenance free. Commissioner Beverly Fitzgerald asked when this project is anticipated to begin. Mrs. Gaugush replied that once the City Council approves the award, the project should start within 30 days. 2 G \ HOUSING \Patty Leon \Housing Commiss,on\Minutes \2018\11 -14-18 tloc Housing Commission Minutes November 14, 2018 Commissioner Robert Nevares asked about the type of wood recommended for the handrails and expressed he was concern with red wood. Mrs. Gaugush stated that the contractor is recommending a "poplar" wood for the handrails that will be custom coated, treated with polyurea and finished with UV coating; the coating was said to be indestructible. Motion was made by Commissioner Juan Mireles to forward the recommendation to the Housing Authority to Authorize the Award of Contract No. HA37350 to S&T Contractors Services, Inc. for the Stair Top Handrail Replacement at One Quail Place Apartments in a total amount of $164,616.00. Motion was seconded by Commissioner Steve Nash and carried by 4-1-0 vote (AYES: Mireles, Nash, Whitehurst and Fitzgerald; NOES: Nevares; ABSENT: Ballard). B. Award of Contract No. HA New Construction Solutions, Inc. Janet Moore summarized the staff report stating that because of the moisture and the need to relocate residents, staff is recommending using the same contractor (New Construction) that performed the work for the plumbing re -pipe of Building No. 11. Teresa Vakili added that New Construction is very knowledgeable with this type of work. Commissioner Steve Nash asked how moisture was discovered in Building No. 33 and the timeframe of the project's completion. Ms. Vakili responded that there was discoloration in the vinyl located in the kitchens and restrooms of those units. At first inspection, the flooring company was called about the vinyl discoloration but ultimately it was determined that it was the slab that was holding moisture because a pipe was leaking. The project is anticipated to take 3 to 4 months. Mrs. Moore noted that in the event of a serious leak, residents may have to be placed in a hotel for an extended period of time which can be costly. In this case, there is a building (building 11) that has availability at this time which will allow residents to move so the work can be done. Commissioner Juan Mireles inquired on moving expenses. Mrs. Moore replied that the Authority's insurance company may cover moving expenses to relocate residents, but most likely the Authority will cover the cost. 3 G \.HOUSING\Patty Leon \Hous,ng Corirn.ss.on\M,nutes\20113\11.14-18 dot Housing Commission Minutes November 14, 2018 Motion was made by Commissioner Joy Whitehurst to forward the recommendation to the Housing Authority to Waive Competitive Bidding and Authorize the Award of Contract No. HA to New Construction Solutions, Inc., for Plumbing Re -pipe for Building No. 33 at One Quail Place Apartments in a total amount of $132,520.00. Motion was seconded by Commissioner Juan Mireles and carried by 4-0 vote (AYES: Mireles, Nash, Nevaras, Whitehurst, and Fitzgerald; NOES: none; ABSENT: Ballard). VI. CONTINUED BUSINESS A. Administrative Plan • Section 7: Termination of Tenancies and Move -Out Procedures Receive and Comment Janet Moore summarized Section 7 stating that the revisions are mostly clarification of terminology, but if there are comments or questions to let staff know. Mrs. Moore asked the Commission to make any comments to staff on any of the revised sections previously reviewed if there are any. VII. REPORTS AND REMARKS A. 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. C. RPM Company Monthly Reports for September • • • 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 September. 4 G \HOUSING\Patty Leon \Housing Commrss,on'Minutes\2018\11-14-18 doc Housing Commission Minutes November 14, 2018 Teresa Vakili reported that 5 properties are 99.3% occupied and 10 are 100% occupied. Staff completed 104 recertifications and contacted 612 applicants off the waiting list. Commissioner Beverly Fitzgerald asked the Commission members if they had the opportunity to visit the properties. Both Commissioners Steve Nash and Juan Mireles replied that they have not visited the properties. Janet Moore reported that a property tour is scheduled for early next year; a date has not been determined at this time. Commissioner Joy Whitehurst stated that she will not be present for the tour as she will be resigning from the Housing Commission at the end of December. She noted that she hopes to be appointed to the Public Safety Committee in the future. D. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review (October) Teresa Vakili summarized the report. Commissioner Joy Whitehurst asked about the replacement of an oven at California Villas. Ms. Vakili replied that she was unaware of the reason the oven door broke however it would be costly to repair the oven door vs replacing buying a new one. Commissioner Steve Nash asked about the new energy efficient NEST thermostats installed. Ms. Vakili replied that new NEST thermostats were installed at several properties that met HVAC requirements. It was a program through Southern California Edison and the Gas Company at no charge to the residents. She noted that the senior communities are having trouble programming the new thermostats but for the most part residents are happy with the new thermostats. F Authority Home Improvement Program (HIP) Update (Janet) 5 G \HOUSING\Patty Leon\Ficusing Commission\M nutes\2018\11 -14-' 8 ooc Housing Commission Minutes November 14, 2018 ACTIVITY (October 2018) Inquiries (calls, walk-ins, emails): 4 Applications Provided: 2 Applications Received: 0 Application being processed (received June): 1 Eligible (possibly meets criteria): 3 Ineligible (does not meet criteria): 1 Energy Savings Assistance Programs Referrals: 1 (JHC Construction - SCE/Gas Co) VIII. NEXT MEETING DATE — December 12th, 2018 At this time, Janet Moore read a resignation letter from Commissioner Beverly Fitzgerald. The Commission and staff thanked Mrs. Fitzgerald for her time. IX. ADJOURNMENT With Commission concurrence, Vice- Chair Fitzgerald adjourned the meeting at 4:06 p.m. to December 12th. Patty Leon,F�ecordin Secretary 9 6 G \HOUSING \Patty Leon \Housung Commiss.on\Minutes12018\11.14-18 doc