2017-12-13 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
Regular Meeting of the Vernon Housing Commission
Wednesday, December 13, 2017, 6:00 p.m.
Council Chambers
4305 Santa Fe Avenue
Vernon, CA 90058
Melissa Ybarra, Chairperson
Kyle Cooper, Vice Chairperson
Hector Garcia, Commissioner Steven Froberg, Commissioner Steven Florman, Commissioner Frank Gavina, Commissioner
Carol Menke, 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 Regular Vernon Housing Commission Meeting held September 6, 2017
NEW BUSINESS
2. Results of the 2017 Tenant Satisfaction Survey
/ / /
Vernon Housing Commission Meeting Agenda
December 13, 2017
Page 2 of 3
Recommendation:
A. Find that the receipt of the results of the 2017 Tenant Satisfaction Survey is exempt under the
California Environmental Quality Act (“CEQA”) because such is an administrative activity and 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 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 results of the 2017 Tenant Satisfaction Survey; and
C. Provide staff with feedback to increase tenant participation in future years.
DISCUSSION AND POSSIBLE DIRECTIVES TO STAFF
3. Potential Changes to Lease-Up Procedures for New Tenants for Units Located within the City of Vernon
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. Discuss and identify potential changes to the Lease-Up Procedures for New Tenants and direct
staff to incorporate specific updates/revisions into a draft of said Procedures for adoption at a
subsequent meeting.
DECEMBER LOTTERY AND WAIT LIST
4. In accordance with Section 3, Random Selection of Potential New Lessees, 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 June 13,
2017, and 5:00 p.m. on December 12, 2017, will be conducted to create a wait list for all units that
become available December 14, 2017 or later.
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.
Vernon Housing Commission Meeting Agenda
December 13, 2017
Page 3 of 3
7. Upcoming Meetings:
A. Next regular meeting: March 14, 2018 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 7th day of December, 2017. By: ________________________________
Maria E. Ayala, CMC
Secretary
MINUTES OF THE RESCHEDULED REGULAR VERNON HOUSING
COMMISSION MEETING HELD WEDNESDAY SEPTEMBER
6, 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, Steven Florman,
Frank Gavina, and Carol Menke
MEMBERS ABSENT: Hector Garcia
The meeting was called to order by Chair Ybarra at 6:00 p.m. Chair Ybarra also led the flag salute.
CHANGES TO THE AGENDA
Deputy City Clerk Matthew Ceballos 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 Special Vernon Housing Commission Meeting held April 26, 2017
2. Minutes of the Regular Vernon Housing Commission Meeting held June 14, 2017
It was moved by Gavina and seconded by Froberg to receive and file Minutes of the Special
Vernon Housing Commission Meeting held April 26, 2017 and Minutes of the Regular Vernon
Housing Commission Meeting held June 14, 2017. Motion carried, 4-0
Ybarra: Yes Cooper: Absent
Garcia: Abesnt
Menke: Yes
Froberg: Yes Florman: Absent Gavina: Yes
Commissioner Florman arrived at 6:11 p.m.
NEW BUSINESS
Rescheduled Regular Vernon Housing Commission Meeting Minutes
September 6, 2017
Page 2 of 3
3. Update on the Housing Rehabilitation Project 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.
Administrative Analyst Anthony Zarate reported on the proposed.
A lengthy dialogue ensued between Chair Ybarra and staff regarding staff input on plans, bids timelines, and possible delays to remodeling.
It was moved by Menke and seconded by Froberg to receive and file the report. Motion carried,
5-0 Ybarra: Yes
Cooper: Absent
Garcia: Absent
Menke: Yes Froberg: Yes Florman: Yes
Gavina: Yes
Commissioner Cooper arrived at 6:17 p.m. DISCUSSION AND POSSIBLE DIRECTIVES TO STAFF
4. The City's Lottery Procedure for Municipal Housing
A lengthy dialogue ensued between staff and the Commission regarding the priority and process
of reaching out to prospective tenants.
Stewart Leviton, Vernon Housing Commission Counsel, explained the history of the process and
why the scheme was devised. Generally it was done this way to avoid lottery manipulation.
The dialogue turned to a discussion about different mechanics in the policy to make the leasing
process more efficient. Commissioners provided input on potential methods to enhance the lottery
process.
Rescheduled Regular Vernon Housing Commission Meeting Minutes
September 6, 2017
Page 3 of 3
The Commission came to a consensus and Chair Ybarra directed staff to present the Commission
with multiple options for a more efficient lottery process, at a future meeting.
ORAL REPORTS & COMMENTS FROM STAFF AND COMMISSION MEMBERS
5. Quarterly Housing Report to be presented by Public Works Staff.
Administrative Analyst Zarate provided a PowerPoint Presentation.
A lengthy dialogue ensued between staff and the Commission regarding the current vacant units in the City, the vacancies of City owned Huntington Park houses, and non-payment of tenants.
6. Brief reports, announcements, or directives to staff from the Commissioners and
Commission Officers.
Commissioner Menke inquired as to the timing of staff sending notices to non-paying tenants. Staff explained the method of noticing and the eviction process.
City Administrator Carlos Fandino briefly reported on the details of the tentatively planned City
Halloween event. He added that future City events would be posted on Facebook and Instagram. 7. Upcoming Meetings:
A. Next regular meeting: December 13, 2017 at 6:00 p.m.
SECOND PUBLIC COMMENT
No public comment provided.
With no further business, at 6:58 p.m., Chair Ybarra adjourned the meeting.
________________________
Melissa Ybarra
Chair
ATTEST:
_________________________ Maria E. Ayala, CMC
Secretary
RECEIVED
DEC 0 7 2017
CITY CLERl{'S OFFICE
RECtrBVE,D
0EC 0 rt 2017
STAFF REPO
PUBLIC WORKS DEPA
DATE:
TO:
FROM:
RE:
December 13,2017
Honorable Members of the Vernon Housing Commission
Daniel Wall, Director of Pub li" WorUQ,/
Originator: Anthony Zarate, AdminisGalive AnalVst [(
Results of the 2017 Tenant Satisfaction Survev
Recommendations
A. Find that the receipt ofthe results of the 2017 Tenant Satisfaction Survey is exempt under
the Califomia Environmental Quality Act ('CEQA") because such is an administrative
activity and 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 Section
15061(bX3), the general rule that CEQA only applies to projects that may have a
signihcant effect on the environment; and
B. Receive and file the results of the 2017 Tenant Satisfaction Survey; and
C. Provide staff with feedback to increase tenant participation in future years.
Backsround
In March 2015, City Housing's administrative duties and general management was shifted to the
Public Works Department, following a shared responsibility centralized within the Finance
Depafiment. Public Works has since worked closely with City Administration to continue an on-
going and open communication between the City and its tenants. Public Works continues to be
the central point of contact for the City's housing stock.
Subsequently, the City began mailing annual tenant satisfaction surveys to gauge staffs
performance with City Housing's administrative duties and day+o-day functions. Additionally,
staff utilizes the results gathered to improve upon the City's housing services.
As part of its annual performance evaluation, City staff conducted a Tenant Satisfaction Survey
in November 2O17. ln response to last year's relatively low tenant panicipation with respect to
the 2016 Tenant Satisfaction Survey, staff implemented some of the feedback provided by the
Page I of3
Vemon Housing Commission (the "Commission"), in an attempt to increase tenant participation
for future years.
Following directives from the Commission, staff distributed the surveys in English and in
Spanish, the survey was shortened requiring less time to complete, tenants were offered the
opportunity to schedule a pick-up of their survey, City Council members were asked to
encourage neighbors to submit their survey and the survey was also made available online. In the
letters sent, tenants were provided with a link to the survey where they could complete the form
and submit it electronically.
On November 1,2017, the 2017 surveys were mailed to all tenants in City-owned units to assist
staff and the Commission in evaluating the effectiveness of housing administration and its
maintenance staff. The 2017 survey results are submitted herewith and are summarized on the
survey form itself. City staff received a total of thirteen completed surveys. Two of the surveys
were submitted online. All comments received are also included.
Graph I below illustrates the increase in tenant participation when compared to last year's
participation level. In 2016, City staff recorded a participation rate of 4lvo of its tenants. That
number has since increased to a 5'77o participation rate in 2017.
Graph I
25
r Total Households
r Participation Rate
In order to provide an easy comparison of the 2017 survey results to the 2016 survey results, the
2017 results have been summarized in the same manner and are included herewith. A total of
thirteen completed surveys were received in 2Ol'l .
Based on the results of the 2017 survey, tenant satisfaction levels appear to be higher than
average in nearly all areas, and higher overall than they were in March 2015 when the survey
was first administered. Additionally, satisfaction levels have either improved or remained the
20
10
Page 2 of 3
20L6 2077
same when comp.ued to last year's results. Staff has comprised all tenant ratings for each
category and the average rating for each category is summarized in Graph 2 below.
Fiscal Impact
There is no fiscal impact associated with receiving and filing the results of the 2017 Tenant
Satisfaction Survey.
Attachments
l. Results of 2017 Tenant Satisfaction Survey
2. Results of 2016 Tenant Satisfaction Survey
2017 Tenant Satisfaction Survey
4.3
4.2
4.7
4
3.9
3.8
3.7
3.5
Page 3 of 3
4.2
Maintenance
Service
4
City Staff
4
Property
Features
3.8I
Appearance
and
condition of
the Property
3.98
Leasing
Experience
r Average
Results of 2017 Tenant Satisfaction Survey
For each question, please select the number that most closely corresponds to your answer in the box to the
right.
Unacceptable Need to Improve Satisfacrory Above Standard otrtsranding
I 3 J 5
I. Leasins Experience (For Ne$ L€ss€es and L€ase Rene\+als):
Ease of leasing process
City slaff was knowledgeable
Follow up and conrinuing
I
,l -l N/A
I 3
4
1
and helpful 2
contact with City staff I
completed in a timely manner I l I J 7
expenence -l 1 {
[,ease-Up process was
Overall quality of leasing
Please provide additional comments about your leasing experience:
Comment #l:
Comment #2:
Comment #3:
Everyhing was nice and easy. A pleasant experience.
Very helpful!
Need more understanding/empathy... Yes we are renters but these
housevaparlmentvunits arc our homes.
Comment #4: So far so good I'm very happy [with] the leasing experience.
Comrnent #5: We have been here for a shon period of time. However, Anthony has always been
reachable and provides us with great work and great service.
II. Apoearance and Condition of the Propertv:
*For any questions that do not apply to your type of residence, please mark the N/A box accordingly.
I l l l N/A
Exterior cleanlincss of buildtng I l -l I
Exte.ior PesL/Rodent Control 2 l l l
Rain Gutters 5 )
Exterior lighting I I 6
Cleanliness ofcommon areas (50ti Street Apanments Only)I I -l
Cleanliness of parking areas (50'h Street Apanments Only)1 1 -l
Please provide additional comments about the Appearance and Condition of the Property:
Comment #1: There [are] several people with dogs, I don't appreciate walking outside stepping on
dog "poop". Tenants should pick-up after their dogs.
Comment #2: Cleanliness is extrernely imponant to me (exterior and interior). Have been satisfied
with accommodations.
Comment #3: The cleanliness has improved greatly from before.
Comment lH: Very well done on the rain gutter & erc.
Cornment #5: Street lights need to be a bit brighter parking is nor good traffic even worse.
Comment #6: The dryer is not really working. Doesn't dry the clothes. However the apanmenrs are
well taken care of and beautiful. Thank you!
Pape 2 of 7
rrttttt
III. Propertv Features:
I l -1 l N/A
Tenant parking I 6
Visitor parking l l l l I
Heating & Air Conditioning -l 5
Please provide additional comments about the Property Features:
Comment #l: Wish the City could enforce parking restrictions in front of house. Feels like people
can park & watch you and your house. As well as the trash they leave behind makes
me upset.
Comment #2: The houses were in good condition.
Comment #3: Furlong Place needs to be better managed for parking. There are far too many tenants
with more than I car. Visitors are unable to park. When the neighbors have panies,
they get really rude and obnoxious. They don't respect the residents.
IV. Citv Staff:
I 2 .l I 5 N/A
Ease ofcontactinp Citv Staff 1 6 -l
City response after problems are reponed -l I 5
Timely and satisfactory resolution of problems I -1 l +
Knowledge/Competence of City Statf I l l
Page 3 of 7
IIllttll
Clarity ofcommunication by City Slaff I .1 5 I
Courtesy and respect with which you are treated )l l
Quality of service you receive l -l )I
Implementation of the Housing Commission's policies and procedures )I I I
Please provide additional comments about your interactions with City Staff:
Comment #l: Whenever we have needed help for sornething all of the City workers have be€n
respectful and courteous. In 38 years, we've had a problem not even once!
Comment #Z: Great people.
V. Maintenance Service:
I l -t 5 N/A
Ease in submitting maintenance requests I -l
Communication with maintenance staff l 5 5
Maintenance requesl \.!as responded to in a timely manner l 5 5
Maintenance request wa' completed to tenant's sa(isfaction -l J
Courtesy and professionalism of maintenance staff 5
Maintenance staff le[t work area clean 6 :1
Please provide additional comments related to maintenance:
Comment #1: Keep up the good work, especially keep fumigating outside and the garages. I really
don't want to see roaches inside the garage.
Page 4 of 7
Comment #2: The maintenance personnel are always great.
Comment #3: Good workers!
Comment #4: No issues with maintenance.
Comment #5: Maintenance has greatly improved over the years.
Would you recommend this propeny to others? Yes_|2 No_0
Please explain why or why not:
Comment #1: The staff were trying to do their best for rcnants.
Comment #2: It is like dealing with small town instead of obnoxious business.
Comment #3: Quiet and clean!
Comment #4: We have been here 38 years and those 38 years here on Fruitland Avenue have been
our best ever.
Comment #5: I leel secure at any (ime.
Comment #6: Great place great people.
Based on the quality of your propeny, and the level of service you have received, if your lease were expiring
today, would you renew your lease? Yes 12 NolQ
Please explain why or why not:
Comment #1: Clean & good place to live good neighbors!
Comment #2: I like the small town feeling of the City.
Comment #3: Maintenance crew and staff responded in a timely manner.
Page 5 of 7
Please provide any ideas or suggestions thal would enhance your tenancy at the property:
Comment #l: The service was great by the City staff, the maintenance on propeny done [at al
timely manner.
Comment {12: More Vemon Police patrol drive-by and walkthroughs.
Comment #3: Appreciate the City events, would like to see events continue. Brings a good
relationship between neighbors, City and community. Since there is no parks and
recrcation centers this is very imponant to reach out to community. (Vernon
families)
Comment #4: During the summer time, I experience an invasion of ants in the kitchen and
bathroom coming through the walls, it needs fumigation.
Comment #5: More overall inspections. Some neighbors do not care how they live and it spills
over.
Please provide any additional comments relating to your overall experience as a tenant, including interactions
with City sraff, neighbors, etc.:
Comment #l: As long as I have been a resident in City housing since | 974, I have had very good
communication with the Cily and City staff and maintenance workers with the City.
Response tirnes were lirnely and repairs if needed werc excellent.
Comment #2: My only suggestion is for everyone that uses the laundry room to clean and throw the
trash after themselves and not to wait for maintenance to corne and clean we all can
clean the counter and floors. We are very fortunate to have free washers and dryers
so, we all can help and cooperate. Thank you.
Comment #3: I am very happy to live here.
Comment #4: I leave for work early in the AM & recently there has been some dog wasre on the
walkway to the parking area. They do seem to clean it up later however, I believe
they let the dogs out lose early lo go, then clean up after day light.
Comment#S: Good!
Page 6 of 7
Comment #6: Neighbor is a little difficult at times. Bad attitude andjust seems angry all the time.
Concem about all the visitors that come in and out at times since I have little kids.
The following information is optional:
Name:
Email Address:
Phone Number:
Page 7 of 7
Results of October 2016 Tenant Satisfaction Survey
For each question, please sclect tllc nunbcr thar nmst closcly corrcsponds m your answer in thc box to re right.
Un.r:Etflablc Nced to hrprove SdiJr-rny Above Sladrd Outserding
I ,l J
5
0
Blank
2 +lE2se of leasin8 ptoc6s
2 +lLsasing aeEflrcily $afi was lnowled$able and helpful
Follos up srd contiruing cootrr tri$ t r. l€6ing agcnUCity saIY I
L,care-Up pracsr ws co,Elald io a tirEly tn nE'r
Ov.i'.ll qualily of le.siog crFicrE
0 l+l
I
2 +l
J]I +l
Commcnt {l:
Coomrt 12:
Vcry sarisfrtory
The bigge$ iflproverrnt of thc effectivaness of City SUITs cunenl managenutt of all
housing clared drtics har bocn UE pronp( tespoflse !o Problfirs lhat arisc for repair or
EplaccrEnis thsr oeed rEnding. we did nor have to wait onc lo two wecls bcfore approval
fmm the City for wort to bc dorE. Thant yor. Hilario Crozales
23
I
I 2t1
4t
Commt 13: We are the mly housc on Fruitland Avenue that h nor have a sprinkler spren We canno{
wal€r grass due to crrr ages Dclphie 87 Mike 9l . Delphie is limitcd io a waller- Mike ]o a
whcekhair. But se $ill havc I highed person to tatc carc of our lawns, twice a nnnth. Mikc
Garzz lr.
II. Aosnre end Condtin dah hoartv:
I 2 I 4 5 I'UA o.
Bldrt
Exr€f,ior cleanlirEsr oftitilding 0 I 2 0+l 2 4
Erterior Pesr/Rod€nt Cootrol 0 O+l 5 | 2 I
Inc.io{ Pesy'Rod.nt Conuol 0 0+l 0 5 2 2
t xlsc.ping (5d sfta ApenrcnB only)O I 2 O 0 6+l
Rain Cutlers 0 I 1 I ] 2+l
0 O 4 I 2 2+lCleanliness of comlll)n arras
Oe{,llir6s of parting arEas
ErtrfiorruIrit siSDagr
0 0 3 2 l+l
0 2 I 0 I 5+l
Mailhor6 o. mail area 012013+l
Exterior liShrine IIll2l+l
lnrcria fixed ligfiting I I I 2 I l+l
Com66rl ll: Partint arca needs to have a regular street sw€cping. Mailbox is had lo lt-rh mail and nuil
gpts snrck. Exterior lighting too dart on our sEeet whsr lEighbors donl tum on th€ir porch
liBht. InErior Lighting- thcre is none in the living roorn Palm u€es n€€d to be trimnrcd tm
high/ull for residents 10 trim.
Page 2 of 6
Ill. Pnooerlv Featurts:
Corlmot ll: Too many cars for rcsidens no room for visitors.
IV. Houinp Cordlnrtor,Citv StdI:
I 2 l J 5
Blank
Ten nt parkint 0 0 I -l 3 +l
Visito( paking o .l I I I 3 +l
Hcaling & Air Co.ditioning 0 I :+l
I l J 5
BlanI
E s. of contedng HoosinS Coordioaffrcity Slrfi 0 0 I 2 +l
Follos-up afi€r problems are eponed 0 0 I +l
'IiflEl, ard sarisfrtory resc utio of problcns 0 I I 1+l 1
f.mwtcd8ErcoflEaqE of Housiog Coordh&(rciry
Srrrf
0 0 I +l l
WillingrEs of Horsiog Coordimorrciry Slaff to r6po.d
to .E ds dd k..p Lrrelts h.ppy
0 I I 2+l 1
Cleil, of comlxnicrion by Horsing Coo.di oirciq
$arf
0 I I -l+l
Coon sy ard lcsped Eith whlch yor 6rE ulared 0 0 I 4+l
Qurliry of s€rvic. yoli rE live 0 0 I +l
InplclErrrioo of the Horsiog Conrmissim's policiG rrd
FOC!&r€S
0 0 I +l I .1 J
Page 3 of 5
it
TirlEliness of rEn( invoicG 0 0 I +l .,|1
Accrrrey of r€nl invoices 0 0 2 +l .t
Orei-all tenanl moiale 0 I 2+l I l
V. lllai ntenrncr Srrvice:
I -1 I 5 wA
or
Blstt
Ease in submining nuintanance lErlu6ts 0 0 2 +l -l
Communicalion with rlrainlenance sraJI 0 0 2 +l :l
Maintenanct rcquest pa.i responded to in a tinEly manrEr 0 0 1 2 +l
TiIIEly .rd sarisfrrory c!.npletioo of mai[teoalce rcqllcsls 0 0 2+l
Mainlenancc qa.ff left $ork arBl clean 0 0 -3 +l
Cmmot tl: Very Satisfrtory
would you r€comfiEnd lhis p]operty lo others? Yes 4 +l No Q
Please explain why or why nol:
Cmncnsl: I love living lrere its per€fu| and quiel
Based on rhe qualiry ot your pmpeny, and lhe l€vel of servicc you have rEfliv€d. if your lcas€ wcre erPiring bday'
would you renew your lease? Yes 4 +l NoQ
Plear provi& any idcas or suggestions thal would enhanc€ your Enancy al tlE propeny:
Commetrt tl: Because this is my honE. I have livcd hcrc for tlO years.
Page ,l of 6
----t---------L
Phasc provkle eny additional cornnsrs rcluing to pur cxperi:ncc as a tenant. including inlcrdions llith City sraff,
neighbors. eic.:
Page 5 of 6
TENANT SATISFACTION SURVEY
4.5
4
3.5
3
2.5
2
l.S
I
0.5
0
Leasing Erp€riencr
(includer t€a*
RerEvals)
Appaar.ncr a.d Proparty Featur6 Housin!
Conditbo of thc Coo.diit to,/gtyProg€rty Sraf
Mainteaffe Service Over.ll PerfoamarEe
3 7t5t
Page 5 of 6
RECEIVED
DEC 0 7 2017
CITY CLERK'S OFFICESTAFF REPORT
CITY ADMINISTRATION
DATE:
TO:
FROM:
RE:
December 13,2017
Honorable Members of the Vernon Housing Commission
CarlosR.FandinoJr.,City i*"r., C,fldOriginalor: Anthony Zarat t I
Potential Changes to Lease-Up Procedures for New Tenants for Units Locatd
within the City of Vernon
Recommendations
A. Find that the actions recommended in this staff repon do not constitute a "project" pursuant
to Section 15378(bX2) 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. Discuss and identify potential changes to the l-ease-Up Procedures for New Tenants and
direct staff to incorporate specific updates/revisions into a draft of said Procedures for
adoption at a subsequent meeting.
Background
At the last Vemon Housing Commission ("VHC") meeting on September 6, 2017, staff presented the
VHC with the City's current l€ase-Up Procedures for New Tenants for Unis l-ocated Within the City
of Vemon (hereinafter, the "Procedures"). In summary, the Procedures discuss the lottery process for
new tenants, including the order in which interested applicants are approached by staff once a housing
opportunity becomes available. Pursuant to the established Procedures, once a housing unit is ready for
occupancy to the general public, staff may reach out to applicants in a lottery established up to two years
prior, contingent upon the time the housing unit was last vacated. This has extended the delay in securing
new tenants.
Following an extensive discussion, the VHC dtected staff to come up with a few recommendations to
streamline the lease-up procedure to the general public. For the purpose of this staff report, "the general
public" shall mean those individuals who submit an Expression of Interest Form and are not claiming
mobility restrictions. Furthermore, "mobility restrictions" shall mean any individual who has an actual
permanent physical disability affecting mobility and/or requiring access accommodation(s), as defined
by the Americans with Disabilities Act ('ADA').
Staff developed the following suggestions for the VHC to consider and possibly incorporate into new
lease-up procedures:
l. Once notified of an available housing unit, allow applicants at least three (3) days but no
more than seven (7) days to confirm their interest in available City housing.
Rationale: The current procedures do not provide an explicit limit on the time a potenlial
tenant should be granted to confimldecline interest in leasing an available unit. The
recommendation above is intended to address the VHC's concem over the length of time
it may take a potential tenant to respond consequentlr- furthering the length of a vacancy.
The proposed language would limit response time to no more than seven (7) days.
2. Pursuant to Vemon's Municipal Code Section 2.125 (b), First Responders will be given
priority to lease City units until such time as four (4) units are concurrently occupied by
First Responders.
Rationale: Abhough Section 4 of lhe current procedures include a provision for First
Responder Prior y, staff recommends including language to reference the specific
Municipal Code Section that grants said priority. The recommendation above is simply to
add language to the Procedures for clarification.
3. Hold a lottery only once an open vacancy is made available. Expression of lnterest Forms,
which will be effective for the calendar year in which they are submitted, will continue to
be received. However, no lottery will take place until such time as when an open vacancy
is made available. Staff will give proper notice to those individuals who have submitted an
Expression of lnterest Form to inform them of the current vacancy and forthcoming lottery
with a scheduled date, time and location. Applicants will be invited to attend the lottery but
attendance will not be considered in determining the applicant's eligibility to lease a City
housing unit.
Rationale: Previously the VHC expressed their concems over the number of lottery lisls al
any given time. Currently, staff has to review as many as four (4) active lottery lists, with
the oldest list being up to ttvo (2) years old. The VHC stressed the need to streamline the
process of occupying vacancies and minimize staff time spent securing a tenant. The
recommendation above is intended to eliminate the need to utilize multiple lottery lists and
secure a tenant more quickly when a vacancy becomes available. lntteries for the general
public will no longer be held during VHC meetings, but will still be held in an open forum
much like bid opening processes. Because vacancies occur infrequently, it is expected that
impacts to staff time required for this purpose in any given year would be minimal.
If the VHC elecs to make any changes to the Procedures, staff will retum to the VHC at a subsequent
meeting for adoption of the revised Procedures.
Fiscal Immct
None.
Attachment(s)
l. Current lrase-Up Procedures for New Tenan6 for Unis l.aated Within the City of Vernon
in leasing a housing ,nit rt utt *rnpt"t" an Lxpression of Interest form and shall provide the
VHC wi;h rhe following information: (i) full tigal name; (ii) cunent legal address; and,(iii)
contact information, in;luding a telephone number and an email address Anyone not having a
current legal addresi or the requisite contact information shall provide such substitute
iiio..utiJn as may be deemed' appropriate by the VHC Director. Additionally, if the persor is a
:;iirri n.rpo"a.r,'i as defined in'drdinances i 183 and | 194, and by the Commission, that shall
U. not.J on the Expression oflnterest form. Once an Expression of Interest form is submitted to
,f" VHC, it shall r;main effective for the remainder of the calendar year in which it was
submitted.
Vemon Housing Commission
Lease-Up Procedures for New Tenants for Units Located Within the City of Vernon
Adopted April 9,2014
Pursuanttoordinancesll83andIlg4,andthepoliciespromulgatedpursuant
thereto, the vemon Housing commission c'vHC) hereby adopts the following procedures with
,.rp".ia the initial leasing-of City ofVemon-owned ho,sing units to new tenants. These
procedures apply only to units located within the City of Vemon
l.Potential Leasees ExDressins lnterest in Housing Units: Anyone.interested
The vHC shall advertise on a regular periodic basis the potentia L availability ofhousing and the
l""l r., ",,tltlit rn Exoression of-Interist form. The advertising shall be sufficiently broad so that
u Uly be interested in leasing a housing unit both becomes aware of
O ttis sufficient time to complete an Expression of lnterest form'
a. Awareness: The VHC shall advertise in at least five different
places,includingupo'tingurciryHall,alis,ingontheApartmentAssociatiolofGreater
Los Rngeles C,IaCln) weUsiti or an equivalent rhereto, a listing on the VHC'S
websi or an equivalent thereto, and a listing in a newspaper
appro r the City of Vemon ln addition to the foregoing' the
VHC ntial av;ilability to the Vernon Police Department and
theVernonFireDepartment,andsha|lrequestthateachdepartmentmakeknowntoits
officers, firefighteri, and EMTs ofpotential availability' The VHC may advertise in such
additional ways as it deems appropriate
b. Timine: The VHC shall advertise for a minimum of one-week at a
time on at least a quanerlY basis.
3.RandomSelectionofPotentialNewLeasees:Atitsregularlyscheduled
meetings in each year, or ifthose meetings are not held'- at the next
.
regularly sc fter, t-he vHC shall randomly select and rank order the then
.u-.r"nt L*p s to create a list ofPotential leasees ("Waiting List")'
4. Selectine a Leasee: When a vacant housing unit is ready for leasing' the
vacant unit shall fi.st be ofr"red to the First Responder who is first on the waiting List that was
in effect at the time the housing unit became vacant. Ifthat First Responder either does not want
Page I of3
to occupy the vacant unit, or does not qualiry for the vacant unit, then the vacant unit shall be
offered tL the next First Responder on ihe applicable Waiting List. Ifthe vacant unit has been
offered ro all First Respondirs on the appliCable Waiting List, and none ofthe First Responders
either wants to occupy the vacant unit oi qualifies for the vacant unit, then the vacancy shall be
offered to rhe first non First Responder on the applicable waiting List. lfthe first non First
Responder either does not want to occupy the vacancy, or does not qualifl, then the vacancy
shail be offered ro the next non First Responder on the applicable Waiting List, and so on down
the list unril rhe vacancy is filled. If the ipplicable Waiting List is exhausted without filling the
vacancy, the most recently created waiting'List shall be used, following the procedure outlined
in this section. If rhat W;iting List is exhiusted, the next most recently created Waiting List_
shall be used, and so on down the list untilthe vacancy is filled. However, no Waiting List shall
be used if it was created more than Nvo years priol to the time the housing unit became vacant
If all applicable Waiting Lists are exhausted without filling the vacancy, staffshall
advertise/market the spicific vacancy in accordance with Section 2(a) of this Procedure and offer
the unit on a first come, first serve basis
3. spective leasee has been identified
fromtheapplicableWleaseeconfirmshis/herinterestina
vacancy, tiri prospecti lete a standard application form'
rte vHc stra uie the then current standard application form recommended by the
AAGLA or a substantially equivalent form, modified as appropriate by theYHC to add
and/or to delete information is may be appropriate for any unique aspect ofthe VHC's
housing units and its applicant pool
b. Backeround and Credit Checks: Once the prospective leasee
rerums to the VHC a complited standard application form, the VHC shall conducl a
standard background check, including confirmation of first responder status for First
Responders, a-nd credit check to confirm each applicant's suitability to be a leasee. Any
..Auihorized Occupant" of a housing uni : shall also be subject to a background c.heck and
must pass a backgiound check prior to being named in a lease as an "Authorized
Occupant." With respect to the scope of the background check' at a minimum'
backjrounds shall be checked for filony convictions and whether the prospective leasee
or ariAuthorized Occupant is a registerld sex offender. A felony conviction and/or being
a registered sex offendir shall be presumprively disqualifoing conditions for a lease
and/or occupancY.
c. Sisnins Lease and Paving Deposit: Once a prospective leasee has
passed the background c eck and the credit check, the prospective leasee shall have three
i3) calendar day-s following a request to sign a lease to sign a lease and provide the
ieiui.ed deposits. Ifthe piospeciive leasee fails to complete this process timely, then the
vaiancy shill be offered to the prospective leasee next in order'
d. Co-signers: Ifa prospective leasee does not pass the credit check'
but is otherwise in gool standing and determined to be a good candidate for a lease,
he/she may present a qualified co-signer who shall execute a personal guarantee, in
substantiaily the same form as attached hereto as Exlibit A, which shall be affixed to
City of Vemon letterhead and attached to the lease.
Page 2 of 3
EXHIBIT A
Personal Guarantee
hereby personally guarantee the financial obligations ofthe
Lease dated in favor ofthe Named Leasee,.I
understand that iffor any reason the Named Leasee does not meet any and all financial
obligations under the Leise, including without limitation, rent and/or damages to the Premises, I
shalibe personally liable for any andill financial obligations under the Lease. I understand and
acknowlldge that demand need not be made first ofthe Named Leasee'
I further acknowledge that I do not have, and wilt not claim, any rights in the Lease' including
without limitation, any right to occupy the Premises'
I consent to personaljurisdiction in the Los Angeles County Superior Court'
Dated:
Guarantor
Page 3 of 3