2012 10 16 HA� s
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Housing Authority agendas and staff reports
are available on the City's web site:
www.la-quinta.org
HOUSING AUTHORITY
AGENDA
CITY COUNCIL CHAMBERS
78-495 Calle Tampico I La Quinta, California
REGULAR MEETING,
TUESDAY, OCTOBER 16, 2012 AT 4:00 P.M.
Beginning Resolution No. HA 2012-007
CALL TO ORDER
Roll Call:
Authority Members: Adolph, Franklin, Henderson, Osborne and Chairperson Evans
VERBAL ANNOUNCEMENT — AB 23 [AUTHORITY SECRETARY]
PUBLIC COMMENT
At this time, members of the public may address the Housing Authority on any matter not
listed on the agenda. Please complete a "request to speak" form and limit your comments
to three minutes. The Housing Authority values your comments; however in accordance
with State law, no action shall be taken on any item not appearing on the agenda unless it
is an emergency item authorized by GC 54954.21b1.
CONFIRMATION OF AGENDA
APPROVAL OF MINUTES
1. APPROVAL OF MINUTES OF SEPTEMBER 18, 2012
CONSENT CALENDAR
NOTE: Consent Calendar items are routine in nature and can be approved by one motion.
1. APPROVAL OF DEMAND REGISTER DATED OCTOBER 16, 2012
HOUSING AUTHORITY AGENDA 1 OCTOBER 16, 2012
2. APPROVAL FOR A REQUEST FOR QUALIFICATIONS FOR HOUSING
COMPLIANCE SERVICES AND AUTHORIZE STAFF TO CIRCULATE THE
REQUEST FOR QUALIFICATIONS
3. RECEIVE AND FILE TREASURER'S REPORT DATED AUGUST 31, 2012
4. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED AUGUST
31, 2012 AND INVESTMENT SUMMARY REPORT FOR THE QUARTER
ENDING SEPTEMBER 30, 2012
BUSINESS SESSION
1. CONSIDERATION OF LA QUINTA RENTAL PROGRAM PROPERTY
MANAGEMENT SERVICES
CHAIR AND BOARD MEMBERS' ITEMS — NONE
PUBLIC HEARINGS — NONE
ADJOURNMENT
The next regular meeting of the Housing Authority will be held on November 20,
2012 at 4:00 p.m. in the City Council Chambers, 78-495 Calle Tampico,
La Quinta, CA 92253.
DECLARATION OF POSTING
I, Susan Maysels, Authority Secretary of the La Quinta Housing Authority, do
hereby declare that the foregoing agenda for the La Quinta Housing Authority was
posted on the outside entry to the Council Chamber at 78-495 Calle Tampico and
on the bulletin boards at 51-321 Avenida Bermudas and 78-630 Highway 1 1 1, on
October 12, 2012.
DA ED: Octob r 1 1, 201
SU AN MAYSELS, hority Secretary
La Quinta Housing Au hority
Public Notice
Any writings or documents provided to a majority of the Housing Authority regarding any
item on this agenda will be made available for public inspection at the City Clerk counter at
City Hall located at 78-495 Calle Tampico, La Quinta, California, 92253, during normal
business hours.
HOUSING AUTHORITY AGENDA 2 OCTOBER 16, 2012 - 0 0 2
CITY / SA / II"A / FA MEETING DATE: October 16, 2012 AGENDA CATEGORY:
BUSINESS SESSION:
ITEM TITLE: Approval of Demand Register Dated
CONSENT CALENDAR:
October 16, 2012
STUDY SESSION:
PUBLIC HEARING:
RECOMMENDED ACTION:
It is recommended the Housing Authority Board:
Receive and File the Demand Register Dated
October 16, 2012 of which $27,547.33
represents Housing Authority Expenditures.
PLEASE SEE CONSENT CALENDAR ITEM NUMBER 1 ON CITY COUNCIL AGENDA
EXECUTIVE SUMMARY:
None.
FISCAL IMPACT:
None.
BACKGROUND/ANALYSIS:
None.
ALTERNATIVES:
None.
`003
Respectfully submitted,
Arc,,
Robbeyn Sird, Finance Director
-004
CITY._SA /�/ FA MEETING DATE: October 16, 2012 AGENDA CATEGORY:
ITEM TITLE: Approval for a Request for Qualifications BUSINESS SESSION: _
for Housing Compliance Service and Authorize Staff 2
to Circulate the Request for Qualifications CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
RECOMMENDED ACTION:
Approve the Request for Qualifications for affordable housing compliance and
monitoring services and authorize staff to circulate the Request for Qualifications.
EXECUTIVE SUMMARY:
The La Quinta Housing Authority ("Authority") currently has a contract with Becky
Caha to provide affordable housing compliance and monitoring services. These are
specialized services related to the Authority's silent second trust deed, sewer
subsidy and residential rehabilitation loan programs. (The Authority currently has
419 silent second trust deeds, 107 sewer subsidy loans, and 2 residential
rehabilitation loans.) Ms. Caha's contract will expire in December 2012; therefore,
staff, recommends issuing a Request for Qualifications ("RFQ"). Staff has prepared
a draft Request for Qualifications ("RFQ"), which is included as Attachment 1.
FISCAL IMPACT:
The Fiscal Year 2012/2013 Housing Authority budget includes $30,000 to fund
these services.
BACKGROUND/ANALYSIS:
The Authority, as Successor Housing Agency to the former La Quinta
Redevelopment Agency, has assumed all affordable housing properties, assets,
obligations, and duties. The assets include the second trust deed loans, sewer
subsidy loans and the residential rehabilitation loans, along with the obligation to
administer, monitor, and ensure compliance with affordable housing regulations, as
well as process complex real estate loan transactions.
-005
Staff is seeking firms or individuals with municipal experience to provide the
following services:
-Screen program applicants to determine eligibility
-Application processing for resale of properties
-Annual compliance monitoring, certification, and reporting
-Loan subordination review/approval/processing
-Payoff processing/monitoring
-Coordination with property owners, realtors, escrow and title companies to
process purchase and refinance transactions
-Preparation of required forms/paperwork
-Provide courteous, professional service to property owners and applicants
as they work through the purchase, refinance, and sale process
Statements of Qualifications are due on November 16, 2012. The Executive
Director intends to appoint a Selection Committee consisting of the following
members: Debbie Powell, Economic Development/Housing Manager, Les Johnson,
Planning Director, and Lori Lafond, Executive Assistant. If the City Council wishes
to appoint a different Selection Committee, the Committee would be subject to the
Brown Act unless the Committee consists solely of two council members.
Staff will evaluate the Statements of
municipal experience, expertise, and cost.
Services Agreement and schedule the
consideration on December 18, 2012.
ALTERNATIVES:
Qualifications based on demonstrated
Staff will then negotiate a Professional
final contract for Authority Board
City staff does not have the loan and escrow knowledge necessary for these
affordable housing compliance and monitoring services. Thus, staff recommends
securing these services on a contract basis. An alternative to undertaking the RFP
process is to negotiate an extension to Ms. Caha's contract.
Respectfully submitted,
Debbie Powell
Economic Development/Housing Manager
Attachment: 1. Request for Qualifications
on6
ATTACHMENT 1
LA QUINTA HOUSING AUTHORITY
P.O. BOX 1504
78-495 CALLE TAMPICO
LA QUINTA, CA 92253
REQUEST FOR QUALIFICATIONS
TO PROVIDE AFFORDABLE HOUSING
COMPLIANCE AND MONITORING SERVICES
OCTOBER 9, 2012
4 -007
Introduction
The La Quinta Housing Authority ("LQHA") seeks Request for Qualifications from
qualified firms with proven municipal experience to provide affordable housing
administrative, compliance, and monitoring services.
The LQHA as Successor Agency to the former La Quinta Redevelopment Agency
oversees several affordable housing programs. These programs include a home
ownership silent second trust deed program; a sewer subsidy loan program; and a
residential rehabilitation loan program.
SERVICES REQUESTED, BUT ARE NOT LIMITED TO:
➢ Screen program applicants to determine eligibility
➢ Application processing for resale of properties
➢ Annual compliance monitoring, certification, and reporting
➢ Loan subordination review/approval/processing
➢ Payoff processing/monitoring
➢ Coordination with property owners, realtors, escrow and title companies to
process purchase and refinance
➢ Preparation of required forms/paperwork
➢ Provide courteous, professional service to property owners and applicants as
they work through the purchase, refinance, and sale process
Submittal Requirements
Please submit three proposals (two bound/one unbound) including a letter of
interest on or before 5:00 p.m. on November 16, 2012 to:
Debbie Powell, Economic Development/Housing Manager
City of La Quinta, City Manager's Office
78-495 Calle Tampico
La Quinta, CA 92253
Proposals received after the deadline shall not be accepted.
A proposal outlining the consultant's fee schedule shall be submitted with the
Statement of Qualifications.
Consultants are encouraged to keep their qualifications brief and relevant to the
specific work required.
2 UO8
1. Statement of Qualifications
(a) A listing of proposed project personnel, including resumes for
principals.
(b) Consultant's experience with similar work, including names and
current phone numbers of reference for listed projects.
(c) Specific experience with municipal government.
2. Fee Schedule
The consultant is to submit a detailed fee schedule for all services
contained within this Request for Qualifications ("RFQ").
Selection Process
Statement of Qualifications and letters of interest will be reviewed by a Consultant
Selection Committee. The Committee will rank the consultants for potential
contract negotiations based upon the most pertinent experience and specific overall
qualifications to perform the services requested.
The LQHA will open contract negotiations with the top ranked firm. The
successful consultant will be expected to enter into the attached Professional
Services Agreement.
Anticipated Schedule
■ Issue Request for Proposals October 19, 2012
■ Qualification Statements Due November 16, 2012
■ City Council Consideration of
Professional Services Agreement December 18, 2012
City Rights and Options
The solicitation does not commit the LQHA to award a contract, to pay any cost
incurred with preparation of the proposal, or to procure or contract for services or
supplies. The LQHA reserves the right to accept or reject any or all submittals
received in response to this request, to negotiate with any qualified source, or
cancel in whole or part this process in its sole and absolute discretion. Subsequent
to negotiations, prospective consultants may be required to submit revisions to this
submittal. All person or entities responding to this RFQ should note that any
contract pursuant to this solicitation is dependent upon the recommendation of the
city staff and the approval of the LQHA.
3 009
The LQHA reserves the right to postpone selection for its own convenience, to
withdraw this RFQ at any time, and to reject any and all submittals without
indicating any reason for the rejection. As a function of this RFQ process, the
LQHA reserves the right to remedy any technical errors in the response to this RFQ
and modify the published requested services. The LQHA reserves the right to
request that specific personnel with specific expertise be added to the project
team, if the LQHA determines that specific expertise is lacking. Qualification
statements and other information (except for proprietary financial information) shall
not be returned.
The LQHA reserves the right to abandon this RFQ process and/or change its
procurement process for the contract at 'any time if it is determined that
abandonment and/or change would be in the LQHA's best interest.
The LQHA will not be liable for any costs or damage arising out of its response to
this RFQ.
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CITY/SA� FA MEETING DATE: October 16, 2012
ITEM TITLE: Receive and File Transmittal of Treasurer's
Reports as of August 31, 2012
RECOMMENDED ACTION:
It is recommended the La Quinta Housing Authority:
Receive and file.
AGENDA CATEGORY:
BUSINESS SESSION: _
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
PLEASE SEE RELATED BUSINESS SESSION ITEM ON CITY COUNCIL AGENDA
Oil
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AGENDA CATEGORY:
CITY/SA WA MEETING DATE: October 16, 2012 BUSINESS SESSION:
ITEM TITLE: Receive and File Transmittal of Revenue CONSENT CALENDAR:
and Expenditure Report dated August 31, 2012 and STUDY SESSION:
Investment Summary Report for the Quarter Ending
September 30, 2012 PUBLIC HEARING:
RECOMMENDED ACTION:
Receive and File
EXECUTIVES SUMMARY:
Monthly and year-to-date revenues and expenditures of the La Quinta Housing
Authority and Investment Summary Report for the Quarter Ending September 30,
2012.
FISCAL IMPACT:
None.
BACKGROUND/ANAYLSIS:
Receive and File Transmittal of the August 31, 2012 Statement of Revenue and
Expenditures for the La Quinta Housing Authority and Investment Summary Report for
the Quarter Ending September 30, 2012.
ALTERNATIVES:
None.
Respectfully submitted,
a4,k
Robbeyn gird, Finance Director
Attachments: 1. Revenue and Expenditures Report for August 31, 2012
2. Investment Summary Report for the Quarter -Ending
September 30, 2012
012
A 1 1 A(;HMENT 1
07101/2012 - 08/31/2012
LA QUINTA HOUSING AUTHORITY
ADJUSTED
REMAINING
%
REVENUE SUMMARY
BUDGET
RECEIVED
BUDGET
RECEIVED
PROJECT AREA NO 1 HOUSING AUTHORITY(241)
Proceeds From Home Sale
125,000.00
0.00
125,000.00
0.000%
Allocated Interest Income
3,800.00
0.00
3,800.00
0.000%
Non Allocated Interest Income
0.00
200.16
(200.16)
0.000%
Rental Income
240,000.00
52,684.20
187,315.80
21.950%
2nd Trust Dead Repayments
0.00
0.00
0.00
0.000%
Transfer In
192,876.00
0.00
192,876.00
0.000%
TOTAL LO HOUSING AUTHORITY PA 1 561,676.00 52,884.36 508,791.64 9.420%
PROJECT AREA NO 2 HOUSING AUTHORITY(242)
WSA Fed Govt Assistance Pymts
451,400.00
70,993.00
380,407.00
15,730%
WSA Fed Govt Interest Rate Subsidy
46,800.00
0.00
46,800.00
0.000%
WSA Interest Income
0.00
0.00
0.00
0.000%
WSA Non Allocated Interest Income
1,090.00
47.31
1,042.69
4.340%
WSA Rental Income
163,300.00
29,684.00
133,616.00
18.180%
WSA Other Revenues
3,700.00
1,688.71
2,011.29
45.640%
Transfer In
18,141,988.00
17,939,497.78
202,490.22
98.880%
TOTAL LQ HOUSING AUTHORITY PA 2 18,808,278.00 18,041,910.80 766,367.20 95.930%
013 z
LA QUINTA HOUSING AUTHORITY
ADJUSTED
EXPENDITURE SUMMARY
BUDGET
PROJECT AREA NO 1 HOUSING AUTHORITY
SERVICES
69,500.00
2ND TRUST DEED PROGRAM
65,000.00
FORECLOSURE ACQUISITION
0.00
HOUSING DEVELOPMENT PROGRAM
350,000.00
TRANSFER OUT
11815000
TOTAL PROJECT AREA NO 1 HOUSING AUTHORITY 602;650!00'
8131/2012 REMAINING
EXPENDITURES ENCUMBERED BUDGET
32,708.67 36,791.33
0.00 65,000.00
26.216.80 323.783.20
PROJECT AREA NO 2 HOUSING AUTHORITY
SERVICES
3,000.00
400.D0
2,600.00
WASH ST APTS EXPENSES
362,710.00
58.553.92
304,156.08
WSA PRIWPROVIDENT LOAN
32,515.00
5,232.91
27,282.09
WSA PRIWUSDA LOAN
14,267.00
2,280.34
11,986.66
WSA INTERESTIPROVIDENT I
121,959.00
20,512.83
101,446.17
WSA INTERESTAISDA LOAN
71,014.00
4,114.70
66,899.30
WSA ADVANCE INTEREST EX
0.D0
0.00
0.00
TRANSFER OUT
24,972905A0
25281357.96
(308452961
TOTAL PROJECT AREA NO 2 HOUSING AUTHORITY
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TOTAL HOUSING AUTHORITY
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CITY / SA / HE / FA MEETING DATE: October 16, 2012 AGENDA CATEGORY:
BUSINESS SESSION:
ITEM TITLE: Consideration of La Quinta Rental CONSENT CALENDAR: _
Program Property Management Services
STUDY SESSION:
PUBLIC HEARING:
RECOMMENDED ACTION:
Authorize staff to negotiate a two-year contract extension with La Quinta Palms
Realty.
EXECUTIVE SUMMARY:
The La Quinta Housing Authority owns 28 single-family homes in the La Quinta
Cove that are rented to very low- and low-income tenants ("La Quinta Rental
Housing Program"). Rent subsidies are provided by the Federal HUD Section 8
program. La Quinta Palms Realty has been managing the properties and
administering the Section 8 program since 2002; they were selected via a request
for qualifications process. Their agreement has been extended three times; the
current agreement expires in February 2013.
The Housing Authority has followed the City's procedures for awarding services
contract. Pursuant to Chapter 3.32 of the La Quinta Municipal Code, the City may
award service contracts with no competitive proposals where experience with the
proposed service provider has demonstrated competence and satisfactory
performance La Quinta Palms Realty's has demonstrated competence and
satisfactory performance in managing the La Quinta Rental Housing Program.
Therefore, staff recommends negotiating a two-year contract extension. The
contract extension would be brought back in November for Housing Authority
Board consideration.
FISCAL IMPACT:
None for today's action.
a 016
The rental income funds property management, maintenance, and other related
expenses. The current management fee is $125 per house per month, which totals
$42,000 per year.
BACKGROUND/ANALYSIS:
In 1995, the former La Quinta Redevelopment Agency purchased 50 single-family
homes in the Cove to secure very low- and low-income affordable housing
covenants. The dwellings have been rented to very low- and low-income Section 8
households. Twenty-eight homes remain in this inventory — the balance has been
sold to low-income households. Property management and maintenance services
have been provided through local real estate companies. The scope of services
(Attachment 1) is extensive, and requires specialized knowledge of the Federal
HUD Section 8 program.
La Quinta Palms Realty has provided excellent service, successfully keeping the
houses 100% occupied over the years, establishing good tenant relations, and
properly administering the Section 8 program so that the former RDA/current
Housing Authority has had no issues with the local Public Housing Authority
(Riverside County). A survey of local property management firms revealed that
there are only a few that have Section 8 experience, and that La Quinta Palms'
management fee is comparable to other management firms. La Quinta Palms'
management fee equates to approximately 11 % of total rents collected; our survey
shows that fees range from 10% to 12% of rents collected.
ALTERNATIVE:
Alternatively, the Authority Board has the option to authorize staff to initiate the
formal consultant selection process (draft and distribute a Request for Proposals,
form a consultant selection committee, etc.). If the Authority Board selects this
option, a draft Request for Proposals would be on the Authority Board's November
20, 2012 agenda for consideration.
Respectfully submitted,
Debbie Powell
Economic Development/Housing Manager
Attachment: 1. Scope of Services List
017
ATTACHMENT 1
SCOPE OF SERVICES
The residential property management services shall include, but not be limited to the following:
Project Administration
• Monthly and annual financial record -keeping and reporting
• Rent collection including late charges; miscellaneous tenant charges; and collection
efforts on overdue accounts, excluding any costs incurred by Contractor's use of a
bonded collection agency which shall be at the expense of the Agency
• Creation and implementation of a procedure for the collection of past due rent payments
• Vendor and subcontractor contracts. Invoices for payment by the Agency shall be
submitted on a monthly basis
• Monthly and annual project status reports
• Notify tenants and governmental agencies of the change in management service
• Market, advertise, and rent all vacant units
2. Coordinate and Comply with Public Housing Authority ("PHA") Regulations for
• Obtaining new or replacement Section 8 tenants
• Coordinating new tenant leases with the PHA
• Reconciling monthly Housing Assistance Payments, including periodic revisions to the
monthly amounts
• Creation and implementation of a procedure for the collection of past due Housing
Assistance Payments
Completing repair of deficiencies resulting from PHA's periodic property inspections
3. Tenant Matters
• New tenant screening, including - credit check, personal references, employment
verification, etc.
• Monthly tenant rent collection, including late fees, if applicable
• Pre move -in and move -out property inspections
• Eviction process (Agency's Executive Director to provide written direction to commence
eviction and approval of selected law firm; the Agency to pay for such expenses)
4. Unit Maintenance
• Receiving and processing tenant routine repair requests and emergency repair requests on a
24 hour basis, 7 days per week. If this task is subcontracted, the cost for administration of
requests will be paid by the property manager.
• Overseeing work provided by maintenance staff or subcontractor
• Compliance with PHA periodic inspections
Exhibit "A-1"
882/015610-0040
991910.01 A1/23109 Page I of 2
018
Receive Repair requests and dispatch repair services in a timely manner
Conduct monthly drive -by inspections and periodic interior and exterior inspections when
warranted.
Real Estate Sales
• As units are vacant and local market conditions dictate, serve as the Agency's sales agent
and handle the transactions necessary to sell the individual units to be made available for
sale. The commission to be paid as part of this transaction will be no more than 3.0% of
the sales price. Selection of available units for sale shall be at the sole and absolute
discretion of the Agency.
Exhibit "A-1"
8821015610-0040
981910.01 .01/23/09 Page 2 of 2
019