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HC 09-14-2023 APPROVED1 City of Cupertino 10300 Torre Avenue Cupertino, CA 95014 (408) 777-3308 APPROVED MINUTES OF THE SPECIAL MEETING OF THE HOUSING COMMISSION HELD ON SEPTEMBER 14, 2023 PLEDGE OF ALLEGIANCE Tatachari opened the meeting at 9:00 a.m. ROLL CALL Commission Members present: Govind Tatachari, Chair Tessa Parish, Vice Chair Sue Bose, Commissioner (arrived at 9:04 a.m.) Angan Das, Commissioner Commissioners Members absent: Connie Cunningham, Commissioner Staff present: Luke Connolly, Assistant Director of Community Development Alec Vybiral, Assistant Housing Planner Jon de Ridder, Administrative Assistant APPROVAL OF MINUTES 1. Subject: Approve the May 11 Housing Commission special meeting minutes Recommended Action: Approve the March 11 Housing Commission special meeting minutes Commissioner Bose moved and Commissioner Das seconded to approve the minutes. AYES: Tatachari, Bose, Das NOES: None ABSTAIN: Parish ABSENT: Cunningham VOTE: 3-0-1-1 POSTPONEMENTS None ORAL COMMUNICATIONS Lisa Warren expressed disappointment that remote participation for the public was no longer available. 2 Commissioner Das asked for clarification to which commissions had remote participation available. Alec Vybiral, Assistant Housing Planner, confirmed that only City Council and Planning Commission were available. WRITTEN COMMUNICATIONS None PUBLIC HEARINGS 2. Subject: Informational presentation on the Program Year (PY) 2022 Community Development Block Grant (CDBG) Consolidated Annual Performance and Evaluation Report (CAPER). Recommended Action: Conduct Public Hearing; and 1. Receive informational presentation Assistant Housing Planner Vybiral provided a presentation on the Program Year 2022 CDBG and CAPER and clarified questions the commissioners and public had concerning the report, distribution of funds and accomplishments of the previous year. Commissioner Bose asked for clarification as to how many homes were helped in the Rebuilding Together program. Assistant Housing Planner Vybiral responded four. Commissioner Das asked for clarification as to how the CDBG public services were tracked. Assistant Housing Planner Vybiral responded that expense reports were provided to and reviewed by staff. Vice Chair Parish asked for clarification of the budgeted administration costs. Housing Planner Vybiral responded that the percentage costs are set by HUD and align with their regulations. Lisa Warren asked for clarification as to how the use of funds was determined for programs and why only a portion of the funds available was used. Housing Planner Vybiral responded that HUD has restrictions on percentages for allocation of funds. He stated that each year eligible non-profits are solicited to apply for funding and the city does its best to fulfill requests with available funds. Commissioner Bose moved to receive the presentation. Vice Chair Parish seconded. OLD BUSINESS None NEW BUSINESS 3. Subject: Substantial Amendment to the Program Year (PY) 2023-24 Community Development Block Grant (CDBG) Annual Action Plan (AAP) Recommended Action: Conduct Public Hearing; and 1. Approve the Substantial Amendment to the PY 2023-24 CDBG Annual Action Plan Assistant Housing Planner Vybiral provided a presentation on the Substantial Amendment to the PY 2023-24 CDBG Annual Action Plan and its intent to use unallocated HUD funds to upgrade the fire alarm system at the Senior Center. He clarified questions from commissioners and the public. 3 Commissioner Das asked for clarification as to how this project was identified as opposed to other possible projects. Housing Planner Vybiral responded that a facility condition assessment was submitted, and the fire alarm was determined to be the highest priority due to the current system approaching the end of its useful life. Commissioner Bose asked for clarification on the cost of the project. Housing Planner Vybiral responded that the size of the facility and scope of the logistics determined the estimated cost. Vice Chair Parish asked for clarification if this was a projected cost. Housing Planner Vybiral responded it was based on a construction management firm facility condition assessment. He stated that once the project was approved it would be sent out for formal bid. Chair Tatachari asked for clarification on guidelines for a warranty on the system once in place. Housing Planner Vybiral responded he did not have that information but would look into it. Commissioner Das asked for clarification on the timeline for completion of the upgrade. Housing Planner Vybiral responded that once all administrative tasks are complete, the project implementation is estimated to be two months. Lisa Warren expressed concern that project costs might be underestimated due to recent increases in construction and operation costs. Commissioner Das asked for clarification as to what happens if a contractor over or under prices the project. Housing Planner Vybiral responded that unused funds would be returned and reallocated to a future project. He stated that if costs run over, the Department of Public Works will have to go into their budget and then submit to City Council for approval. Chair Tatachari asked for clarification if the thirty-day notice to the public had been done. Housing Planner Vybiral responded that it had and no comments were received. Vice Chair Parish moved to approve the Substantial Amendment to the PY 2023-24 CDBG Annual Action Plan. Commissioner Bose seconded. AYES: Tatachari, Parish, Bose, Das NOES: None ABSTAIN: None ABSENT: Cunningham VOTE: 4-0-0-1 Commissioner Das left the meeting at 9:52 a.m. STAFF UPDATES AND COMMISSION REPORTS Alec Vybiral, Assistant Housing Planner did not have anything to report. 4 Commission Updates: • Chair Tatachari attended September Mayor’s Commissioners meeting and provided updates on new format changes going forward. • Vice Chair Parish confirmed she will attend the November Mayor’s Commissioners meeting. FUTURE AGENDA SETTING • Future Agenda Items: o The Housing Element, contributing to the Housing Policies (Parish/Tatachari) ADJOURNMENT The meeting was adjourned at 10:08 a.m. to the next regularly scheduled Housing Commission meeting. Respectfully submitted: /s/Jon de Ridder___ Jon de Ridder Administrative Assistant