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2017-09-06 VHC Agenda PacketCalifornia Public Records Act ("PRA"): In compliance with the PRA, the documents pertaining to agenda items, including attachments, which are presented to the Vernon Housing Commission in open session are available for public inspection. They may be inspected during regular business hours in the Office of the City Clerk at Vernon City Hall, 4305 Santa Fe Avenue, Vernon, California 90058, no prior appointment necessary, and on the City’s website at www.cityofvernon.org. Americans with Disabilities Act (“ADA”): In compliance with the ADA, if you need special assistance to participate in the meeting, please contact the Office of the City Clerk at (323) 583-8811. Notification of at least 24 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service. Agenda Rescheduled Regular Meeting of the Vernon Housing Commission Wednesday, September 6, 2017, 6:00 p.m. Council Chambers 4305 Santa Fe Avenue Vernon, CA 90058 Melissa Ybarra, Chairperson Kyle Cooper, Vice Chairperson Hector Garcia, Commissioner Carol Menke, Commissioner Steven Froberg, Commissioner Steven Florman, Commissioner Frank Gavina, Commissioner CALL TO ORDER & FLAG SALUTE CHANGES TO THE AGENDA PUBLIC COMMENT - At this time the public is encouraged to address the Vernon Housing Commission on any matter that is within the subject matter jurisdiction of the Commission. The public will also be given a chance to comment on matters which are on the posted agenda during Commission deliberation on those specific matters. MINUTES 1. Minutes of the Special Vernon Housing Commission Meeting held April 26, 2017 2. Minutes of the Regular Vernon Housing Commission Meeting held June 14, 2017 NEW BUSINESS 3. Update on the Housing Rehabilitation Project Vernon Housing Commission Meeting Agenda September 6, 2017 Page 2 of 2 Recommendation: A. Find that this report is exempt from the California Environmental Quality Act (“CEQA”), because such is not a “project” as that term is defined in the CEQA Guidelines section 15378, and even if it were a project, it would still be exempt in accordance with CEQA Guidelines Section 15061(b)(3), the general rule that CEQA only applies to projects that may have a significant effect on the environment; and B. Receive and file the report as it is provided for informational purposes only. DISCUSSION AND POSSIBLE DIRECTIVES TO STAFF 4. The City's Lottery Procedure for Municipal Housing ORAL REPORTS, PRESENTATIONS & COMMENTS FROM STAFF AND COMMISSION MEMBERS 5. Quarterly Housing Report to be presented by Public Works Staff. 6. Brief reports, announcements, or directives to staff from the Commissioners and Commission Officers. 7. Upcoming Meetings: A. Next regular meeting: December 13, 2017 at 6:00 p.m. SECOND PUBLIC COMMENT - The public is encouraged to address the Vernon Housing Commission on any matter that is within the subject matter jurisdiction of the Commission. ADJOURNMENT I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Vernon City Hall, located at 4305 Santa Fe Avenue, Vernon, California, and on the City’s website, not less than 72 hours prior to the meeting set forth on this agenda. Dated this 31st day of August, 2017. By: ________________________________ Maria E. Ayala, CMC Secretary MINUTES OF THE SPECIAL VERNON HOUSING COMMISSION MEETING HELD WEDNESDAY APRIL 26, 2017, IN THE COUNCIL CHAMBER OF THE CITY HALL LOCATED AT 4305 SANTA FE AVENUE, VERNON, CALIFORNIA MEMBERS PRESENT: Melissa Ybarra, Kyle Cooper, John Kriste, and Steven Froberg, and Frank Gavina MEMBERS ABSENT: Hector Garcia and Steven Florman The meeting was called to order by Chair Ybarra at 6:00 p.m. and also led the flag salute. CHANGES TO THE AGENDA City Clerk Maria Ayala announced that there were no changes to the agenda. PUBLIC COMMENT Chair Ybarra announced this was the time allotted for public comment and inquired whether anyone in the audience wished to address the Commission. The public will also be given a chance to comment on matters which are on the posted agenda during Commission deliberation on those specific matters. No comment provided. NEW BUSINESS 1. Summary of Annual Maintenance Inspection Results for City of Vernon-Owned Housing Units Recommendation: A. Receive and file a summary report of the 2017 Annual Maintenance Inspection Results for City-owned housing units. Administrative Secretary Anthony Zarate reported on the proposed. A dialogue ensued between staff and the Commission about notification and the inspection process. It was moved by Kristie and seconded by Gavina to receive and file a summary report of the 2017 Annual Maintenance Inspection Results for City-owned housing units. Motion carried, 5-0 Ybarra: Yes Garcia: Absent Special Vernon Housing Commission Meeting Minutes April 26, 2017 Page 2 of 5 Kriste: Yes Froberg: Yes Cooper: Yes Florman: Absent Gavina: Yes 2. Establish a Priority List and Procedures for Tenants under Disability Priority for City-owned Property Designed in Compliance with Americans with Disability Act (“ADA”) Specifications Recommendation: A. Find that the actions recommended in this staff report do not constitute a “project” pursuant to Section 15378(b)(2) of the Guidelines to the California Environmental Quality Act (“CEQA”), because such recommendations constitute an administrative activity; and even if the adoption of the proposed items did constitute a project, it would be exempt from CEQA in accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects that may have an effect on the environment; and B. Approve the establishment of a Priority List for prospective tenants with a qualifying disability; and C. Authorize staff to proceed with offering prospective disabled tenants from the Priority List the opportunity to reside in the accessible City-owned housing unit located at 4323 Furlong Place, a property designed to be fully compliant with Americans with Disabilities Act (“ADA”) code specifications; and D. Adopt the Vernon Housing Commission Procedures for Tenants under Disability Priority which proposes to establish and implement a priority on the City housing waiting list for individuals who have a qualifying disability. Administrative Secretary Zarate reported on the proposed. City Administrator Carlos Fandino clarified that the current individual on the unit-to-unit transfer list would not go to someone with a disability, he sought Commission guidance on how to proceed. A lengthy dialogue ensued between staff and the Commission about vacancy length of an ADA accessible unit, rental considerations, leasing options to non-ADA tenants in an ADA accessible unit, and outreach efforts. It was moved by Froberg and seconded by Cooper to approve the establishment of a Priority List, authorize staff to proceed with offering prospective disabled tenants from the Priority List the opportunity to reside in the accessible City-owned housing unit located at 4323 Furlong Place, and adopt the Vernon Housing Commission Procedures for Tenants under Disability Priority. Motion carried, 5-0. Special Vernon Housing Commission Meeting Minutes April 26, 2017 Page 3 of 5 Ybarra: Yes Garcia: Absent Kriste: Yes Froberg: Yes Cooper: Yes Florman: Absent Gavina: Yes The Commission came to a consensus to hold the ADA accessible property until the June lottery determined a priority list and proceed with outreach to find appropriate tenants. 3. Recommendations from the Vernon Housing Commission Sub-Committee to Proceed with a Regular Remodel Design for the Remaining Non-Remodeled Housing Units Located on Furlong Place; and to Consider Potential Location of Next Americans with Disability Act (“ADA”) Compliant Remodel Recommendation: A. Find that the approval of the proposed action is exempt from California Environmental Quality Act (“CEQA”) review, pursuant to CEQA Guidelines sections 15301 (i.e., maintenance, repair or minor alteration of an existing structure, involving negligible or no expansion of existing use) and 15302 (i.e., replacement or reconstruction of existing structures and facilities where new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced); and B. Approve the recommendation from the Vernon Housing Commission Sub- Committee to proceed with a regular remodel design for the remaining non- remodeled housing units located on Furlong Place without requiring that the renovations be fully compliant with the Americans with Disability Act (“ADA”) standards; and C. Approve the recommendation from the Vernon Housing Commission Sub- Committee to designate Fruitland Avenue as the next location for an ADA compliant unit for the City, if the Vernon Housing Commission should determine at a future date to proceed with another ADA remodel. Assistant Engineer Felix Velasco reported on the proposed. It was moved by Froberg and seconded by Gavina to approve the recommendation from the Vernon Housing Commission Sub-Committee to proceed with a regular remodel design for the remaining non-remodeled housing units located on Furlong Place without requiring that the renovations be fully compliant with the Americans with Disability Act (“ADA”) standards; and, Approve the recommendation from the Vernon Housing Commission Sub-Committee to designate Special Vernon Housing Commission Meeting Minutes April 26, 2017 Page 4 of 5 Fruitland Avenue as the next location for an ADA compliant unit for the City. Motion carried, 5-0. Ybarra: Yes Garcia: Absent Kriste: Yes Froberg: Yes Cooper: Yes Florman: Absent Gavina: Yes DISCUSSION AND POSSIBLE DIRECTIVES TO STAFF 4. Discussion and Possible Direction to Staff Regarding Procedures to Collect Damages from Tenants Recommendation: A. Find that consideration of the staff update regarding Lessee fiscal responsibility for damages caused by a Lessee and discovered during inspections is exempt from California Environmental Quality Act (“CEQA”) review, because the activity, which is purely administrative in nature, does not constitute a “project” as that term is defined under CEQA Guidelines Section 15378, and even if it were a project, it would be categorically exempt from CEQA review in accordance with CEQA Guidelines Section 15061(b)(3), the general rule that CEQA only applies to projects that may have a significant effect on the environment; and B. Receive and file this staff update regarding Lessee fiscal responsibility for damages caused by a Lessee discovered during routine City inspections; and C. Provide staff with direction on the Vernon Housing Commission’s preferred method to recover costs related to tenant caused damages for all City-owned housing. Administrative Secretary Zarate reported on the proposed. A lengthy dialogue ensued between staff and the Commission regarding notification, damage assessment and payment, inspection procedures, and the possibility of additional deposits for future damages. The dialogue transitioned to how to monitor and mitigate damages to the units and the timing of when the City should take additional action. Staff announced it would draft a policy on recovering costs related to tenant caused damages for all City-owned housing. The Commission came to a consensus and agreed to a draft policy from staff. Special Vernon Housing Commission Meeting Minutes April 26, 2017 Page 5 of 5 ORAL REPORTS & COMMENTS FROM STAFF AND COMMISSION MEMBERS 5. Brief reports, announcements, or directives to staff from the Commissioners and Commission Officers. City Administrator Fandino reported on the anticipated sale of City-owned Huntington Park homes and the replacement of grass with artificial turf. A dialogue ensued between staff and the Commission about the pros and cons as well as the details of replacing grass with artificial turf. Chair Ybarra and Member Lopez voiced their approval of keeping grass and not replacing it with artificial turf. City Administrator Fandino said the direction to staff would be to re-sod the lawns. 6. Upcoming Meetings: A. Next regular meeting: June 14, 2017 at 6:00 p.m. SECOND PUBLIC COMMENT No comment provided. With no further business, at 6:59 p.m., Chair Ybarra adjourned the meeting. ________________________ Melissa Ybarra Chair ATTEST: _________________________ Maria E. Ayala, CMC Secretary MINUTES OF THE REGULAR VERNON HOUSING COMMISSION MEETING HELD WEDNESDAY JUNE 14, 2017, IN THE COUNCIL CHAMBER OF THE CITY HALL LOCATED AT 4305 SANTA FE AVENUE, VERNON, CALIFORNIA MEMBERS PRESENT: Melissa Ybarra, Kyle Cooper, Steven Froberg, and Frank Gavina MEMBERS ABSENT: Hector Garcia, John Kriste, and Steven Florman The meeting was called to order by Chair Ybarra at 6:00 p.m. and also led the flag salute. CHANGES TO THE AGENDA City Clerk Maria Ayala announced that there were no changes to the agenda. PUBLIC COMMENT Chair Ybarra announced this was the time allotted for public comment and inquired whether anyone in the audience wished to address the Commission. The public will also be given a chance to comment on matters which are on the posted agenda during Commission deliberation on those specific matters. No public comment provided. MINUTES 1. Minutes of the Regular Vernon Housing Commission Meeting held December 14, 2016 2. Minutes of the Special Vernon Housing Commission Meeting held February 22, 2017 It was moved by Froberg and seconded by Gavina to receive and file Minutes of the Regular Vernon Housing Commission Meeting held on December 14, 2017 and on February 22, 2017. Motion carried, 4-0 Ybarra: Yes Garcia: Absent Kriste: Absent Froberg: Yes Cooper: Yes Florman: Absent Gavina: Yes Special Vernon Housing Commission Meeting Minutes February 22, 2017 Page 2 of 3 NEW BUSINESS 3. Establish Procedures for Addressing Damage to Housing Units during a Tenancy Recommendation: A. Find that the actions recommended in this staff report do not constitute a “project” pursuant to Section 15378(b)(2) of the Guidelines to the California Environmental Quality Act (“CEQA”), because such recommendation constitutes an administrative activity; and even if the adoption of the proposed item does constitute a project, it would be exempt from CEQA in accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects that may have an effect on the environment; and B. Adopt the attached Procedures for Addressing Damage to Housing Units during a Tenancy. Administrative Secretary Anthony Zarate reported on the proposed. It was moved by Froberg and seconded by Cooper to adopt the attached Procedures for Addressing Damage to Housing Units during a Tenancy. Motion carried, 4-0 Ybarra: Yes Garcia: Absent Kriste: Absent Froberg: Yes Cooper: Yes Florman: Absent Gavina: Yes JUNE LOTTERY AND WAIT LIST 4. In accordance with Section 3, Random Selection of Potential New Leasees, of the Vernon Housing Commission Lease-Up Procedures for New Tenants, separate lottery drawings of all Expression of Interest Forms and Unit-to-Unit Transfer Request Forms received between 5:01 p.m. on December 13, 2016, and 5:00 p.m. on June 13, 2017, will be conducted to create a wait list for all units that become available June 15, 2017 or later. City Clerk Maria Ayala explained the random drawing process via the random.org/list website. The random drawing was conducted, and the twenty-eight names of the newly produced expression of interest list were read. Only one party was interested in unit-to-unit transfer and placed on the list. ORAL REPORTS & COMMENTS FROM STAFF AND COMMISSION MEMBERS Special Vernon Housing Commission Meeting Minutes February 22, 2017 Page 3 of 3 5. Quarterly Housing Report to be presented by Public Works Staff. Administrative Secretary Zarate provided a PowerPoint Presentation. A lengthy dialogue ensued between staff and the Commission on a variety of topics covering: City’s repair frequency; expenditure and revenues; vacancies; tenant relocation; remodels; and the housing budget. 6. Brief reports, announcements, or directives to staff from the Commissioners and Commission Officers. None. 7. Upcoming Meetings: A. Next regular meeting: September 13, 2017 at 6:00 p.m. A dialogue ensued between staff and the Commission on the possibility of rescheduling September 13, 2017 Regular Meeting. SECOND PUBLIC COMMENT Marisa Olguin, Vernon Chamber of Commerce, spoke about the Chambers role in the housing applicant outreach effort and noted the first responder criteria for priority housing. With no further business, at 6:25p.m., Chair Ybarra adjourned the meeting. ________________________ Melissa Ybarra Chair ATTEST: _________________________ Maria E. Ayala, CMC Secretary MINUTES OF THE REGULAR VERNON HOUSING COMMISSION MEETING HELD WEDNESDAY JUNE 14, 2017, IN THE COUNCIL CHAMBER OF THE CITY HALL LOCATED AT 4305 SANTA FE AVENUE, VERNON, CALIFORNIA MEMBERS PRESENT: Melissa Ybarra, Kyle Cooper, Steven Froberg, and Frank Gavina MEMBERS ABSENT: Hector Garcia, John Kriste, and Steven Florman The meeting was called to order by Chair Ybarra at 6:00 p.m. and also led the flag salute. CHANGES TO THE AGENDA City Clerk Maria Ayala announced that there were no changes to the agenda. PUBLIC COMMENT Chair Ybarra announced this was the time allotted for public comment and inquired whether anyone in the audience wished to address the Commission. The public will also be given a chance to comment on matters which are on the posted agenda during Commission deliberation on those specific matters. No public comment provided. MINUTES 1. Minutes of the Regular Vernon Housing Commission Meeting held December 14, 2016 2. Minutes of the Special Vernon Housing Commission Meeting held February 22, 2017 It was moved by Froberg and seconded by Gavina to receive and file Minutes of the Regular Vernon Housing Commission Meeting held on December 14, 2017 and on February 22, 2017. Motion carried, 4-0 Ybarra: Yes Garcia: Absent Kriste: Absent Froberg: Yes Cooper: Yes Florman: Absent Gavina: Yes Special Vernon Housing Commission Meeting Minutes June 14, 2017 Page 2 of 3 NEW BUSINESS 3. Establish Procedures for Addressing Damage to Housing Units during a Tenancy Recommendation: A. Find that the actions recommended in this staff report do not constitute a “project” pursuant to Section 15378(b)(2) of the Guidelines to the California Environmental Quality Act (“CEQA”), because such recommendation constitutes an administrative activity; and even if the adoption of the proposed item does constitute a project, it would be exempt from CEQA in accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects that may have an effect on the environment; and B. Adopt the attached Procedures for Addressing Damage to Housing Units during a Tenancy. Administrative Secretary Anthony Zarate reported on the proposed. It was moved by Froberg and seconded by Cooper to adopt the attached Procedures for Addressing Damage to Housing Units during a Tenancy. Motion carried, 4-0 Ybarra: Yes Garcia: Absent Kriste: Absent Froberg: Yes Cooper: Yes Florman: Absent Gavina: Yes JUNE LOTTERY AND WAIT LIST 4. In accordance with Section 3, Random Selection of Potential New Leasees, of the Vernon Housing Commission Lease-Up Procedures for New Tenants, separate lottery drawings of all Expression of Interest Forms and Unit-to-Unit Transfer Request Forms received between 5:01 p.m. on December 13, 2016, and 5:00 p.m. on June 13, 2017, will be conducted to create a wait list for all units that become available June 15, 2017 or later. City Clerk Maria Ayala explained the random drawing process via the random.org/list website. The random drawing was conducted, and the twenty-eight names of the newly produced expression of interest list were read. Only one party was interested in unit-to-unit transfer and placed on the list. ORAL REPORTS & COMMENTS FROM STAFF AND COMMISSION MEMBERS Special Vernon Housing Commission Meeting Minutes June 14, 2017 Page 3 of 3 5. Quarterly Housing Report to be presented by Public Works Staff. Administrative Secretary Zarate provided a PowerPoint Presentation. A lengthy dialogue ensued between staff and the Commission on a variety of topics covering: City’s repair frequency; expenditure and revenues; vacancies; tenant relocation; remodels; and the housing budget. 6. Brief reports, announcements, or directives to staff from the Commissioners and Commission Officers. None. 7. Upcoming Meetings: A. Next regular meeting: September 13, 2017 at 6:00 p.m. A dialogue ensued between staff and the Commission on the possibility of rescheduling September 13, 2017 Regular Meeting. SECOND PUBLIC COMMENT Marisa Olguin, Vernon Chamber of Commerce, spoke about the Chambers role in the housing applicant outreach effort and noted the first responder criteria for priority housing. With no further business, at 6:25p.m., Chair Ybarra adjourned the meeting. ________________________ Melissa Ybarra Chair ATTEST: _________________________ Maria E. Ayala, CMC Secretary RECEIVED AUG 3 0 2017 CIIY CLERKS OIIICE RECEIVED AtlG 3 0 20It STAFF REPORT clTY ADMTNISTRATIoN PUBLIC woRKS DEPARTMnNT M 3'7o^r1 DATE: TO: FROM: RE: September 6, 2017 Update on the Housing Rehabilitation Project A. Find that this report is exempt from the califomia Environmental Quality Act C'CEQA), because such is not a "project" as that term is defined in the CEQA Guidelines section 15378, and even if it were a project, it would still be exempt in accordance with CEQA Guidelines section 15061(bx3), the general rule that cEQA only applies to projecs that may have a sigrrificant effect on the envitonmenU and B. Receive and file the report as it is provided for infonnational purposes only. Background On April 7,2015, the City Council directed stafT to rehabilitate the seven non-remodeled units (two at a time) applying the su-e standard utilized in the 200712008 remodel. Due to a lack of interesf from tenants willing to temporarily relocate to other units, staff has only been able to complete the full rehabilitation ofone housing unit thus far. The first remodel was designed to be fi.rlly compliant with Americans with Disabilities Act ("ADA ') specifications. Since then, staffhas secured two additional homes which are now next in line for the 2017-18 remodel phase located at: o 4321Furlong Place, Vernon, CA; and o 4125 Furlong Place, Vemon, CA. Following a recommendation from the suEcommittee, the vemon Housing commission (..Comm[sion',), approved the standard remodel (no ADA features), of the aforementioned units and recommended that the second and final ADA housing unit, be a three bedroom housing unit located on Fruitland Avenue. Staff attempted to retain the services of Y & M Architects, the architectural firm responsible for the remodeled ADA housing unit, to modiS the plans for a standard remodel. Y & M Architects ha-s since indicated that they will not be able to perform the work, but will release the plans so that staffmay modifi the plans to suit a standard remodel. Prior Page I of 2 to final approval, statrwill reconvene with the sub-committee to ensure that the plans embody the directives previously given from the Commission. Once all plans have been approved, staft will advertise a notice inviting sealed, competitive bids for the renovation of the two single family homes on Furlong Place and select a contractor to perform the work. It should be noted that one of the housing unis to be remodeled is currently occupied, however the tenant has agreed to be temporarily relocated to another unit in accordance with the Procedure Regarding Lessee/Authorized Occupant Relocation, adopted by the Commission on September 14, 2016. Pending final approval of the plans and City Council approval to award the contract, staff anticipates construction will begin by the end of the calendar year and completion of both homes by the end of the fiscal year. Fiscel Imoact $300,000 was budgeted in the 2017-18 Fiscal Year for the rehabilitation of two single family dwelling units. Staff is anticipating each remodel to be less than $150,000 since the remodels will not be ADA compliant. The four remaining units will be remodeled at a later time. Attrchments l. None Page2 of2