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Home My WebLink About2023-04-27; Tyler Court Update (District 1); Barberio, GaryTo the membtr5 of the: CITY COUNCIL Date 41 27/2 3:A __u CC ✓ CM...lLACM~M(3).;L Council Memorandum April 27, 2023 To: From: Via: Re: Honorable Mayor Blackburn and Members of the City Council Gary Barberio, Deputy City Manager, Community Services Mandy Mills, Director of Housing and Homeless Services Geoff Patnoe, Assistant City Manager @ Tyler Court Update (District 1) · {city of Carlsbad Memo ID# 2023036 At a recent City Council meeting a local resident raised concerns about needed improvements at the city owned Tyler Court affordable senior apartment complex. This memorandum provides an update regarding property inspection and maintenance efforts at the complex. Background In 1999, the Redevelopment Agency of the City of Carlsbad purchased the 75-unit Tyler Court Senior Apartment complex for the purpose of providing permanent affordable housing for very low-income senior residents. Property Management The day-to-day management is provided by a contract with a private property management company. The most recent agreement for property management services was executed in December 2019 in response to a Request for Proposals procurement process. WSH Management Inc. (WSH) was selected through that process. The final extension of that agreement can extend to December 2024. WSH also manages operations.at Tavarua Senior Apartments on Harding Street in Carlsbad as well as 60 other properties in California. They specialize in managing properties for seniors and have extensive experience with income and rent restricted properties. WSH oversees ongoing maintenance, repairs and capital improvements using reserve funds out of the Tyler Court Apartment Fund held by the city. WSH conducts semi-annual unit inspections of all units to ensure safe and sanitary living conditions and to determine the need for any unreported maintenance work. Additionally, if a tenant moves out an inspection is conducted to determine if any maintenance or repair is required in the unit. Those inspections are critical to determine repair needs as residents often don't report issues in their apartment or request repairs. Most of the ongoing repair and maintenance items are handled by maintenance staff within the annual operating budget. All major repairs beyond the capabilities of the maintenance staff are handled on a contract basis. WSH conducts a bid process in compliance with city purchasing guidelines. Each year WSH prepares a list of larger capital needs to include in the following fiscal Community Services Branch Housing & Homeless Services Department 1200 Carlsbad Village Drive· I Carlsbad, CA 92008 I 442-339-2810 t Council Memo -Tyler Court Update (District 1) April 27, 2023 Page 2 year budget to ensure funding for larger repairs. City staff works with WSH to prioritize health and safety needs if available funding does not cover all needed items. In addition to property management oversight of facility needs there are two instances city staff oversee property condition: Fire inspections -The Carlsbad Fire Department inspects all multi-family buildings for Health and Safety Code compliance annually. The inspection process is limited to the common areas and does not include the interior of units. The inspection confirms that any fire sprinkler systems are being maintained and the property manager provides certification that all the smoke alarms inside units are being maintained. Tyler Court was inspected by the Fire Department in February 2023. All areas passed the inspection except for the sprinkler riser certification. The current certification tag needed to be affixed to the sprinkler riser. Fire Prevention staff reinspected the property and cleared this item. Rental Assistance Housing Quality Standard {HQS} inspections -There are 21 residents/units at Tyler Court that receive rental assistance through a Housing Choice Voucher administered by the City of Carlsbad. For these 21 units, Housing and Homeless Services Department staff conduct regular HQS inspections. HQSs establish minimum criteria for the health and safety of program participants to live in decent, safe, and sanitary housing. Just a few of the inspected items include: • Appliances • Heater • . Doors and windows • Plumbing • Smoke detectors • Sanitary conditions In the last year only one rental assistance unit at Tyler Court failed their HQS inspection due to the sanitary conditions resulting from actions of the tenant. Past Improvements Repairs to individual units occur when deficiencies are identified in inspections or through tenant reporting. For the overall project capital needs, WSH annually provides a list of projects for the next fiscal year budget. In the past few years some of the major renovations have included: • Elevator upgrade (included electrical and fire safety systems) • New camera security system • Clubroom renovation, including new tables, chairs, paint, lighting, built-in bookcases/ ca bi nets • Courtyard landscape renovation Council Memo -Tyler Court Update (District 1) April 27, 2023 Page 3 • BBQ patio landscape and hardscape upgrade Current Improvements A number of projects are currently underway at Tyler Court because the city was able to allocate some unanticipated Community Development Block Grant (CDBG) funds to a number of eligible projects that were able to expend funds quickly to meet federal expenditure limits. City staff worked with WSH to identify the most needed and shovel-ready repairs at Tyler Court that were eligible for and could be funded with CDBG funding as opposed to including them within the limited operating budget over the next few years. For the funding antkipated to be expended this fiscal year, we only looked at projects that could be completed, including the bidding and vendor selection process, within the short window of approximately 45 days. The projects identified for this fiscal year include water heater replacement, parking lot repair and exterior painting. Based on estimates, these projects will cost approximately $200,000. Projects anticipated to be completed in the next fiscal year using CDBG funds include state required balcony inspections and related repairs, canopy replacement, monument sign replacement and front landscaping improvement. These projects are estimated to cost approximately $300,000. The water heater replacement, parking lot repair, and balcony inspections and repairs are all critical to the habitability of the units and complex. The painting, landscape and monument sign are aesthetic in nature, but also necessary to maintain the property to the standards city staff and neighboring residents expect in Carlsbad. Next Steps The city will hire a consultant to conduct a physical needs assessment of Tyler Court in the upcoming fiscal year. The assessment will include an evaluation of the building's physical condition (both exterior and interiors), identification of any deficiencies, recommended improvements and an estimate of costs for those improvements. cc: Scott Chadwick, City Manager Cindie McMahon, City Attorney Paz Gomez, Deputy City Manager, Public Works Laura Rocha, Deputy City Manager, Administrative Services Zach Korach, Finance Director