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YOLO COUNTY HOUSING AGENDA REGULAR …

yolo county housing agenda regular meeting december 6, 2017 4:00 p.m. yolo county housing housing commission will arnold angel barajas mark johannessen

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YOLO COUNTY HOUSINGAGENDAREGULAR MEETINGDecember 6, 2017 4:00 YOLO COUNTY HOUSING HOUSING COMMISSIONWILL ARNOLDANGEL BARAJASMARK JOHANNESSENPIERRE NEUHELEN MACLEOD THOMSONKAREN VANDERFORDJENNIFER WIENECKE-FRIEDMANBOARD OF SUPERVISORS CHAMBERS625 COURT STREET, ROOM 206WOODLAND, CALIFORNIA 95695 LISA A. BAKERCHIEF EXECUTIVE OFFICERHOPE WELTONAGENCY COUNSEL Reminder: Please turn off cell phones. CALL TO ORDER of Allegiance. approval of the agenda. Comment: Opportunity for members of the public to address the HousingAuthority on subjects not otherwise on the agenda relating to Housing Authoritybusiness. The Board reserves the right to impose a reasonable limit on time affordedto any topic or to any individual speaker. PRESENTATIONS of staff and interns: Intern Ana Lam; Temporary HS II Joan Robinson to Mary Hammes - Fair Housing and Reasonable AccommodationCertification to Mary Rice - Housing Quality Standards Certification of Family Self Sufficiency Graduates Carrie Beatty and ChristineHermsmeyer (not in attendance) CONSENT AGENDA 8. Review and Approve Minutes of the Meeting of October 25, 2017 9. Review and Approve Destruction of Records in Accordance with the YCH Recordsand Retention Policy (Holt) 10. Review and Approve Contract Award to West Coast Arborists for Tree Trimming andRemoval Services (Holt, Ichtertz, Dogias) 11. Receive and File Correspondence from the Yolo County Children s Alliance for ATale of Two Cities fundraiser (Baker) REGULAR AGENDA 12. Set Date for January Meeting (Baker) Verbal Report from CEO Baker Regarding IGT House comments from CEO Baker comments from Commissioners CLOSED SESSION with Legal Counsel - Anticipated LitigationPursuant to Government Code Section (d) (2)Significant exposure to litigation: 1 case with Real Property NegotiatorPursuant to Government Code Section : 1752 Drew Circle, Davis, CAAgency Negotiator: Lisa BakerNegotiating Parties: TBDX Price X Terms with Real Property NegotiatorPursuant to Government Code Section : 1811 - 1815 Merkeley Avenue, West Sacramento, CAX Price X Terms Employment, Employee EvaluationPursuant to Government Code Section Title: CEO ADJOURNMENT Next meeting is TBD I declare under penalty of perjury that the foregoing agenda was posted by Friday, December1, 2017 by 4:00 at the following places: On the bulletin board at the east entrance of the Erwin W. Meier Administration Building,625 Court Street, Woodland, California; and On the bulletin board outside the Board of Supervisors Chambers, Room 206 in theErwin W. Meier Administration Building, 625 Court Street, Woodland, California; and On the bulletin board of Yolo County Housing, 147 West Main Street, Woodland,California. On the Yolo County website: Julie Dachtler, Clerk of the BoardBy:________________________Clerk NOTICEIf requested, this agenda can be made available in appropriate alternative formats topersons with a disability, as required by Section 202 of the Americans with Disabilities Act of1990 and the Federal Rules and Regulations adopted in implementation thereof. Personsseeking an alternative format should contact the Clerk of the Board for further information. Inaddition, a person with a disability who requires a modification or accommodation, includingauxiliary aids or services, in order to participate in a public meeting should telephone orotherwise contact the Clerk of the Board as soon as possible and at least 72 hours prior tothe meeting. The Clerk of the Board may be reached at (530) 666-8195 or at the followingaddress: Yolo County Housingc/o Clerk of the Board of SupervisorsCounty of Yolo625 Court Street, Room 204, Woodland, CA 95695 Yolo County Housing 8. Meeting Date:12/06/2017 InformationSUBJECTReview and Approve Minutes of the Meeting of October 25, 2017AttachmentsAtt. A. MinutesForm ReviewForm Started By: Julie DachtlerStarted On: 11/30/2017 04:15 PMFinal Approval Date: 11/30/2017 Yolo County HousingYolo County, CaliforniaOctober 25, 2017MINUTES The Yolo County Housing met on the 25th day of October, 2017, in regular session in itsChambers in the Erwin W. Meier Administration Building, 625 Court Street, Woodland,California at 4:00 : Will Arnold; Angel Barajas; Mark Johannessen; Pierre Neu; Helen Thomson; KarenVanderford Absent: Jennifer Wienecke-Friedman Staff Present:Hope Welton, Agency Counsel Janis Holt, General Director (subbing for CEO Lisa Baker) Lupita Ramirez, Clerk CALL TO ORDER 1. Pledge of Allegiance. 2. Consider approval of the agenda. Minute Order No. 17-44: Approved agenda as : Arnold. SECOND: Thomson. AYES: Arnold, Barajas,Johannessen, Neu, Thomson, Vanderford. ABSENT: Wienecke-Friedman. 3. Public Comment: Opportunity for members of the public to address the HousingAuthority on subjects not otherwise on the agenda relating to Housing Authoritybusiness. The Board reserves the right to impose a reasonable limit on timeafforded to any topic or to any individual speaker. There was no public comment. CONSENT AGENDA Minute Order No. 17-45: Approved Consent Agenda Item Nos. : Thomson. SECOND: Arnold. AYES: Arnold, Barajas,Johannessen, Neu, Thomson, Vanderford. ABSENT: Wienecke-Friedman. 4. Approval of Minutes from the meeting of August 23, 2017 Approved the minutes from the meeting of August 23, 2017 on Consent. 5. Review, Approve and Adopt a Resolution Honoring the Yolo Food Bank for itsParticipation in the Drought Food Assistance Program (Baker, Holt) Approved Resolution No. 17-13 on Consent. 6. Receive and File Correspondence from the Department of Housing andUrban Development (HUD) Quality Assurance Division (QAD) Regarding its RentReasonableness Remote Review (holt, Jimenez-Perez) Approved recommended action on Consent. 7. Review and Approve the Management Unit Collective Bargaining Agreement(Baker, Holt) Approved Agreement No. 17-05 on Consent. 8. Review and Approve Assignment of Preference Points in the Admissions andContinued Occupancy Plan (ACOP) for Displacement to Conform to other YCHprograms (Holt) Approved recommended action on Consent. 9. Review, Approve and Authorize the Write-Off of Quarterly Uncollectible Debt inAccordance with the Adopted Accounts Receivable Charge-Off Policy (Gillette,Dogias) Approved recommended action on Consent. 10. Review, Approve and Adopt a Resolution Updating the YCH Resident-CitizenParticipation Plan in Accordance with Requirements of the AffirmativelyFurthering Fair Housing Rule (Baker, Holt) Approved Resolution No. 17-14 on Consent. 11. Review and Approve a One Year Extension of Fair Housing Agreement withLegal Services of Northern California and Authorize the CEO to Execute (Baker,Holt) Approved Agreement No. 17-06 on Consent. 12. Receive and File Unaudited Financial Statement for Fiscal Year Ending June 30,2017 (Gillette, Baker) Approved recommended action on Consent. 13. Review and Approve Contract Award to Allen Construction for the Davis 13. Review and Approve Contract Award to Allen Construction for the DavisMigrant Center Americans with Disabilities Act (ADA) Improvements andAuthorize the CEO to Execute (Ichtertz) Approved recommended action on Consent. PRESENTATIONS 14. Presentation of a Resolution to the Yolo Food Bank for its Participation in theDrought Assistance Program (DFAP) Janis Holt, General Director, presented the resolution to the Yolo FoodBank. 15. Presentation of New Computer Learning Center Staff: Olivia Ayala (Crosswood),Alysia Castillo (El Rio Villas), Jennifer Mitchell (Las Casitas), Aren Scardaci(Yolano-Donnelly) Janis Holt, General Director, presented new Computer Learning CenterStaff. REGULAR AGENDA 16. Review, Approve and Authorize YCH to Apply to the List for the RentalAssistance Demonstration Program (RAD) and Explore Options to Improve theFinancial Position of its Public Housing Stock (Baker, Gillette, Holt, Dogias,Ichtertz) Minute Order No. 17-46: Approved recommended : Thomson. SECOND: Barajas. AYES: Arnold, Barajas,Johannessen, Neu, Vanderford, Thomson. ABSENT: Wienecke-Friedman. 17. Review, Approve and Authorize the CEO on behalf of YCH to Participate in the 17. Review, Approve and Authorize the CEO on behalf of YCH to Participate in theStatewide Moving to Work Initiative (MTW) and to Participate in Future MTWOpportunities that May Become Available (Baker, Gillette, Holt) Minute Order No. 17-47: Approved recommended : Thomson. SECOND: Barajas. AYES: Arnold, Barajas,Johannessen, Neu, Vanderford, Thomson. ABSENT: Wienecke-Friedman. 18. Receive comments from General Director Holt General Director Holt referred to an article written by CEO Lisa Baker in theJournal of Housing & Community Development titled, "Walls & Bridges -Inside the Neuroscience of Implicit Bias." She also referred to a book givento each Commissioner titled, "What Matters: Investing in Results to BuildStrong, Vibrant Communities." She also provided an update on the progressof the new MHSA Housing Project going up at 10 N. Cottonwood (formerly180 W. Beamer) and encouraged Commissioners to drive by and take alook. Ms. Holt mentioned the film series on Saturday, November 4, 2017 atthe Veterans Memorial Theatre called "I Am Your Neighbor: A Tale of TwoCities" but that it also was recently held in West Sacramento. An update onthe water well was provided as well. 'Getting to Zero' Quarterly Report bythe Davis Pathways to Permanent Supported Housing was provided to eachmember. Letter was recently sent to HUD for more VASH Vouchers for YoloCounty. And lastly, Esperanza Crossing Phase II in Esparto has recentlyhoused several families, so that is good news. 19. Receive comments from Commissioners There were no comments from the Commissioners. CLOSED SESSION 20. Conference with Legal Counsel - Existing LitigationPursuant to Government Code Section (d)(1)Name of Case: Reyes v. Yolo County Housing (Yolo Superior Court CV17-1347) ADJOURNMENT Next meeting is December 6, 2017 ______________________________Mark Johannessen, ChairYolo County Housing______________________________Jul ie Dachtler, ClerkYolo County Housing Yolo County Housing 9. Meeting Date:12/06/2017 InformationSUBJECTReview and Approve Destruction of Records in Accordance with the YCH Recordsand Retention Policy (Holt)AttachmentsStaff ReportForm ReviewForm Started By: Julie DachtlerStarted On: 11/30/2017 04:25 PMFinal Approval Date: 11/30/2017 Yolo County Housing 147 W. Main StreetWoodland: (530) 662-5428 WOODLAND, CA 95695Sacramento: (916) 444-8982 TTY: (800) 545-1833, ext. 626 DATE: December 6, 2017 TO: YCH Housing Commission FROM: Lisa A. Baker, CEO PREPARED BY: Janis Holt, General Managing Director SUBJECT: Review and Approve Destruction of YCH Records in Accordance with Revised Records and Retention Policy and Schedules. RECOMMENDED ACTION: ThattheBoardofCommissionersauthorizessta fftodestroyhousing,finance, contractualandpersonnelrecordsinaccordan cewiththeAgency srevisedrecords retention policy and schedules. BACKGROUND / DISCUSSION InaccordancewiththerevisedRecordsRetenti onpolicy,theGeneralDirector,Finance Director,andHousingProgramSupervisorshav erevieweddocumentsstoredon-site. These records are listed for approval of destruction January 1, 2018. HousingAssistance(HCV)andRealEstateServi ces(LRPHandMigrant)filesof activeparticipantfilecontentspriorthatar egreaterthanthreeyearsafterthe annualre-exam(unitinspectionreports;rent reasonablenessdetermination (duringtermofHAPcontract);incomeverifica tiondocumentation;HCV terminations7yearsorolder;(EIV)andotherr ecordsspecifiedbyHUDin24 CFR and (e). Destroy after three (3) years. Personnelfilesofformeremployees ; Destroyafterseven(7)yearsanyrecords dated December 31, 2010 or older . Pastapplicationsforemployment; Destroyafterthree(3)yearsanyrecords dated December 31, 2014 or older. Financialrecords; Pre-12/31/2010APrecords;Pre-12/31/2010Ba nkStatements; Pre-12/31/2010MonthlyFinancialReportsand SupportingDocuments; YCH policy allows destruction of records seven (7) years after close of fiscal year . MiscellaneousfilesreturnedtoYCHrelatedto theGrandJuryinvestigationwhich tookplacein2006asreviewedandapprovedford estructionbyYCHlegal Working together to provide quality affordable housing and community development services for all counsel and CEO. FISCAL IMPACT Approximate cost for destruction of records will be $150. CONCLUSION StaffrecommendsthattheHousingCommissiona pprovethedestructionofthese records in accordance with the approved policy. Working together to provide quality affordable housing and community development services for all Yolo County Housing 10. Meeting Date:12/06/2017 InformationSUBJECTReview and Approve Contract Award to West Coast Arborists for Tree Trimmingand Removal Services (Holt, Ichtertz, Dogias)AttachmentsStaff ReportAtt. A. AgreementForm ReviewForm Started By: Julie DachtlerStarted On: 11/30/2017 04:26 PMFinal Approval Date: 11/30/2017 Yolo County Housing 147 W. Main StreetWoodland: (530) 662-5428 WOODLAND, CA 95695Sacramento: (916) 444-8982 TTY: (800) 545-1833, ext. 626 DATE:December 6, 2017 TO:YCH Housing Commission FROM:Lisa A. Baker, CEO PREPARED BY: Janis Holt, General Director Fred Ichtertz, Facilities Director SUBJECT:Review and Approve Contract Award to West Coast Arborists for Tree Trimming and Removal Services RECOMMENDED ACTION That the Housing Commission: 1. Review and Approve Contract Award to West Coast Arborists for Tree Trimming and Removal Services, and;2. Authorize the CEO to Execute the ContractBACKGROUND/DISCUSSION Last year, during several wind and storm events across Yolo County, the Yolo County Housing (YCH) portfolio sustained damage to some roofs from falling tree branches and limbs, but fortunately did not sustain any major damage that would have led to an insurance claim. Nevertheless, rain and wind after several years of drought did result in extensive tree damage, including the need to remove trees due to threat of structural damage. Traditionally, procurement for tree trimming and removal has been procured by each property manager going through the process of getting three bids, requesting approval from management, and scheduling the work. This process takes a lot of time, is an inefficient use of staff time and has become an administrative burden to the organization. In addition, we do not currently have an on-call contractor for emergency situations. It would be beneficial to the organization to enter into a contract with a single contractor that could serve all YCH and New Hope Community Development Corporation (NHCDC) locations and be pre-procured for such services. The HUD Procurement Handbook , Rev 2 states that housing agencies may purchase supplies and services through a local, county or State government s supply, service or equipment contractor . This practice is also encouraged and allowed by Working together to provide quality affordable housing and community development services for all CodeofFederalRegulationsat24CFR, ;asaresult,staffresearched opportunitiestopurchasetreecontractingse rvicesthroughalocalgovernmentcontract. Currently,thecontractingfirm,WestCoastAr borists,Inc.,providestreetrimmingand removalservicestotheCountyofYolo,CityofD avis,CityofWoodland,Cityof SacramentoandSacramentoHousingandRedevel opmentAgency(SHRA).The CountyofYoloprovidedYCHwithacopyoftheirc ompletedRequestforProposal (RFP)andselectionprocessfortreetrimminga ndremovalservicesandWestCoast Arboristshasextendedthesameservicesandpr icestoYCHallowingustopiggyback off the existing, completed procurement in accordance with requirements. Inadditiontostreamliningoperationaleffic iency,preventivemaintenance,and improvingemergencyresponseinthecaseofadi sasterorbusinesscontinuityevent, WestCoastArboristsarecapableofprovidinga dd-onssuchasgeo-codingofalltrees planning and maintenance of its many trees. Theproposedcontractamountisforoneyearint heamountofupto$30,000withan optiontoamendforadd-onsforgeo-codingand/ oremergencycontractservicesinthe event of a disaster and/or extending the contract for up to three (3) one year extensions. FISCAL IMPACT: the bid quote is within our independent cost estimate. CONCLUSION: ReviewandapprovecontractawardtoWestCoast Arborists,Incfortreetrimmingand removal, authorizing the CEO to execute. Working together to provide quality affordable housing and community development services for all Yolo County Housing 11. Meeting Date:12/06/2017 InformationSUBJECTReceive and File Correspondence from the Yolo County Children s Alliance for ATale of Two Cities fundraiser (Baker)AttachmentsStaff ReportAtt. A. LetterForm ReviewForm Started By: Julie DachtlerStarted On: 11/30/2017 04:29 PMFinal Approval Date: 11/30/2017 Working together to provide quality affordable housing and community development services for all Yolo County HousingLisa A. Baker, Chief Executive Officer 147 W. Main StreetWoodland: (530) 662-5428 WOODLAND, CA 95695Sacramento: (916) 444-8982 TTY: (800) 545-1833, ext. 626 DATE:December 6, 2017TO:YCH Housing CommissionFROM:Lisa A. Baker, Chief Executive OfficerSUBJECT:Receive and File Correspondence from the Yolo County Children s AllianceRECOMMENDED ACTIONS: That the Commissioners receive and file the / DISCUSSIONYCH has received correspondence from the Yolo County Children s Alliance (YCCA) in recognition of our Cal Humanities project with the Yolo County Library for a film festival around homelessness and fundraiser for YCCA s annual West Sacramento Giveaway IMPACTNone at this time. I am Your Neighbor A Tale of Two Cities raised a little over $200 for YCCA and the same for the Davis Interfaith Rotating Winter the Commission receive and file the :Letter from Yolo County Children s Alliance Yolo County Housing 12. Meeting Date:12/06/2017 InformationSUBJECTSet Date for January Meeting (Baker)AttachmentsStaff ReportForm ReviewForm Started By: Julie DachtlerStarted On: 11/30/2017 04:31 PMFinal Approval Date: 11/30/2017 Working together to provide quality affordable housing and community development services for all Yolo County Housing Lisa A. Baker, Chief Executive Officer 147 W. Main Street Woodland: (530) 662-5428 WOODLAND, CA 95695 Sacramento: (916) 444-8982 TTY: (800) 545-1833, ext. 626 DATE: December 6, 2017 TO: YCH Housing Commission FROM: Lisa A. Baker, Chief Executive Officer SUBJECT: Set Date for January meeting RECOMMENDED ACTIONS: Staff recommends that the Housing Commission Review and Approve a date and time for the January meeting and authorize the CEO to bring back a proposed annual calendar in January. Wednesday, January 17, 2018 at 4 BACKGROUND / DISCUSSION The YCH is required to meet at regular times. According to the by-laws of the YCH at Article III Meetings, the Authority is required to hold an annual meeting. In general, the YCH Commission holds meetings monthly, with the exception of November. Staff proposes that the Commission select mutually agreeable dates for the meetings. The Commission generally meets on Wednesday at 4 At this time, not all the proposed meeting and travel schedules are available for 2018. As a result, staff offers the following alternatives for the Commission to choose from for the January meeting and will bring back a proposed calendar for the remainder of 2018 at the January meeting. Possible dates and times in January: Wednesday, January 24, 2018 at 4 Wednesday, January 31, 2018 at 4 FISCAL IMPACT No additional fiscal impact. Meeting at regular times will keep YCH in compliance with the requirements of its funding partners and will allow YCH to conduct business and make required reporting submissions on a timely basis. CONCLUSION In accordance with the Authority s by-laws, current practice and the needs of the YCH, staff proposes that the Housing Commission select a date for the January 2018 meeting.

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