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HomeMy WebLinkAboutMinutes - Housing Commission 02/05/2020MINUTES WEDNESDAY ,FEBRUARY 5, 2020 -3:30, P.M. DEVELOPMENT SERVICES CONFERENCE' ROOM: 73=51.0 FRED WARING .DRIVE ,PALM :DESERT ,CA.92260 fireles called the, meeting to order at :3:30 p.m. Commissioner Donna Ault .... Commissioner •J.ann Buller:: Commissioner Dennis .Guinaw ::Commissioner Melody Morrison Vice-Chair Gregory Ballard. '.: Chair Juan:Mireles -Andy.F irestine ,Assistant -City Manager :.Kathleen Kelly, City Council Member Liaison 'Ryan Stene'lI ;.Director of Community Development Jessica Gonzales,. Senior Manage ment. Analyst Emily.Roeth ler, Project Manager Teresa Vakili, RPM' Company .... Melinda : Gonzalez, Recording Secretary III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A' :.MINUTES of the Adjourned Housing Commission meeting of January 8,.:2020. V, New Business,'Item A, on page.:6..of the: draft. adjourned minutes would be Senior, Management Analyst,'.Jessica Gonzales 'advised Commissioners Section.:. CITY OF PALM:DESERT REGULAR PALM DESERT HOUSING COMMISSION MEETING MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARY 5, 2020 .Upon a motion by Vice Chair Ballard, second by Commissioner Ault, and a 6-0 vote of the Housing Commission the Request for Consideration to recommend approval of an extension to Contract No. HA36900 was approved as presented (AYES: Ault, Buller, Ballard, Guinaw, Mireles, and Morrison; NOES: None; ABSENT: None). B. REQUEST FOR CONSIDERATION to authorize award of negotiated Contract No. HA39210 with Ojeda Pool and Spa, a Sole Proprietorship, for repairs and resurfacing of four (4) existing pools and spas located at the Palm Desert Housing Authority properties known as Candlewood Apartments and One Quail Place Apartments, in a total amount of $326,061 (Project No. 832-19). Project Manager, Emily Roethler, introduced herself and acknowledged the staff report before the Commission requesting a recommendation to approve negotiation with Ojeda Pool and Spa ("Ojeda"), a local entity, for repairs and resurfacing to existing pools and spas located at One Quail Place and Candlewood Apartments. Ms. Roethler invited Commissioners to provide questions or comments regarding the request. Chair Mireles observed the proposal requested additional work be completed a few months after the resurfacing. Mrs. Gonzales explained there is a start-up service which includes intensive maintenance that is performed over a 30 day period to ensure the plaster cures properly and the water is balanced. Commissioner Buller commented she was under the impression there would be numerous vendors in 'the area who could provide these services and would 'be interested in providing a bid. Ms. Roethler explained the project requires the vendor to have a registration number issued by the Department of Industrial Relations (DIR) and pay prevailing wage. Many of the local vendors in the area offer residential services which typically do not require a DIR number or prevailing wage, so many do not meet the requirements to bid. Director of Community Development, Ryan Stendell, added previous experiences have revealed most local contractors, while capable and abundant, have ample work opportunities in the private market and do not choose to participate in these types of projects which are more restrictive. The proposal before the Commission is the result of a lot of work done by staff members and several'attempts to garner acceptable bids. Commissioner Buller observed Ojeda was the obvious low bidder, however, there was quite a discrepancy between the highest and lowest bid. She inquired as to what staff noticed when reviewing the bids especially when considering the lowest bidder versus the highest bidder. 3 MINUTES REGULAR HOUSING COMMISSION MEETING FEBRUARYS, 2020 0 approved by the Commission and,adopted by the Authority Board, notices will be sent to residents advising. them of the newly adopted Administrative Plan. After the required noticing period, the policy will be effective and implemented thereafter. Commissioner Morrison asked whether the notice will be given during meetings held by the management company, RPM, or will a notice be sent to residents. Mrs. Gonzales stated notices will be sent to every resident advising them of the revised Administrative Plan. Commissioner Dennis Guinaw addressed the provision for arbitration and asked who selects the presiding arbitration service. Mrs. Gonzales stated the Executive Director (City Manager) would select the arbitration service. Commissioner Guinaw observed the policy states the selected arbitrator would be precluded for 3 years from other Housing Authority matters requiring arbitration. Mrs. Gonzales confirmed this is correct, adding-there is a limited amount of certified individuals who could provide this service locally, therefore,' this stipulation will allow the resident impartiality as well as preserving availability for this service as needed. In response to comment by Commissioner Guinaw regarding inclusion of the grievant in the selection of the arbitrator, Mrs. Gonzales stated she will revisit this section with legal counsel to confirm the selection process. Chair Mireles inquired as to who would take care of a formal hearing. Mrs. Gonzales advised if the grievant was unsatisfied with the decision of the arbitrator, the' grievant would have to file their complaint with the, Court following the applicable legal process. Upon inquiry by Commissioner Ault as to what prompted the change in this process, Mrs. Gonzales advised this change allows for a more equitable determination of a final decision. Since the process allows ' for the Executive Director (City Manager) to select the arbitrating service, it was determined the final decision should come from the independent arbitrating service versus circling back to the Executive-Director (City Manager), avoiding any conflicts of interest. Chair Mireles invited additional comments or questions regarding,this item, to which there were none. Mrs.. Gonzales invited' Commissioners to call or email her should they have additional comments or questions regarding this section. B.- Commission Reports C. Summary of City Council and Housing Authority Actions A memo provided by Senior Management Analyst, Jessica Gonzales summarizing approved action items from City Council and the Housing Authority Board meetings was provided to commission members for review:, Ms. Gonzales-commented that the item listed on the-summary which went before City Council and the Housing Authority Board at their meeting held January 9, 2020 was approved. 5 REGULAR HOUSING COMMISSION MEETING FEBRUARY .5;:2020 lights ;and office lights on the properties -to, be changed to :LED at no cost:.:: Additionally , the -savings program has. r eplaced some refrigerators at-no-cost. Ms. Gonzales noted a r:ecent:quoted cost to change the.pool lighting for one of the: pools - located. at One. Quail Place . apartments-was approximately $4,900,. so the:: SCE program: is. providing a significant savings forthe.properties. savings program but will be carried'out one property:at:a time to ensure that all the.. benefits offered are captured utilizing the:SGE savings program:.:: In reply; to: inquiry by Commissioner Morrisonasto whether all properties will see:: these changes, , Mrs: Gonzales informed each property will participate..in the rs.. Gonzales. advised the. Commission, that. Candlewood. Apartments : recently. . received. landscape improvements and provided. a power point presentation which:::- included' before and after pictures- of the landscape enhancements completed to the property.:: Ms. Gonzales .: added. landscape. improvements are also being completed at One Quail Place which are available for :Landscape rebates: 'offered through: the: water :, project was just: completed and will be reported on:at.the•next meeting,. district : Ms.:Vakili added all of the turf surrounding the pools_:was removed and changedto:a drip system for:the.plants to mitiateoverspray onto the decks. This:'.-9 F. Update on the ,Home Improvement Program ACTIVITY (November /..D.ecember-2019) .. . Inquir es(Calls, Walk-fns; Emails): Applications Provided: Applications: Received: Applications: being processed: .,Eligible (Possibly.meets criteria): Ineligible (Does not meet criteria): ::.:.: Energy..Savings Assistance Programs Referrals:.....:...... .(J-HC Construction.-.SCE/Gas Co) : A summary of the Horne Improvement'Programs activity 'for _the months of .' Novemmber :and Decembe :r:was:provided to commission members for review ohthe:... ..Agenda.No discussion on this item was commenced. :WithCommission: concurrence, Chair:Mireles adjourned the: meeting at 4.01 pin.