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HomeMy WebLinkAbout1998-01-08MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JANUARY 8, 1998 CIVIC CENTER COUNCIL CHAMBER * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * I. CALL TO ORDER President Benson convened the meeting at 4:00 p.m. H. ROLL CALL Present: Commissioner Buford A. Crites Commissioner Jim Ferguson Commissioner Richard S. Kelly Vice President Robert A. Spiegel President Jean M. Benson Also Present: Carlos L. Ortega, Executive Director Ramon A. Diaz, City Manager David J. Erwin, City Attorney Sheila R. Gilligan, Agency Secretary Richard J. Folkers, ACM/Director of Public Works John Wohlmuth, ACM/Director of Administrative Services Pat Conlon, Director of Building and Safety Phil Drell, Director of Community Development Paul Gibson, Finance Director/City Treasurer Teresa LaRocca, Housing Programs Coordinator Mary P. Gates, Deputy City Clerk III. CONSENT CALENDAR A. REQUEST FOR APPROVAL of Award of Contract for Property Management Services. Mr. Ortega noted the staff report in the packets. He stated that the first recommendation was for approval of a contract for r..,r i.. t j management services. He said the second recommendation was for the appropriation of $240,000 from the unobligated 20 % Housing Set - aside funds, and this was something that needed to be done by the Redevelopment Agency. MINUTES REGULAR PALM DESERT HOUSING AUTHORITY MEETING JANUARY 8, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * He stated that in essence, both the Housing Authority and Redevelopment Agency needed to take action on the second recommendation. Ms. LaRocca reviewed the staff report, noting that six proposals were received as a result of the RFP sent out by staff. She stated that various reviews were done, including staff review of the six proposals (to narrow the field to the top three firms), independent review of the top three firms by a representative of the Housing Authority of the County of San Bernardino, and individual interviews by three members of the Housing Advisory Committee and staff representative. She noted that the three members of the Committee were unable to reach a consensus on which firm to recommend; therefore, the members recommended that the Authority consider conducting its own interviews of the top three firms in order to make a decision. She added that staff was prepared to make its recommendation for consideration by the Authority if so desired. She stated that all three firms were highly qualified, with two having local experience in the Coachella Valley, two of the firms having general contracting experience, and two of the firms being southern California based and one northern California based. She said the proposals had come in at a per door fee at $20.00 per door, $20.95 per door, and $23.00 per door. She noted that all three firms were capable and able to walk into our situation within the next week and begin to transition the properties if selected. Upon question by Member Spiegel relative to the start date, Ms. LaRocca responded that January 15th was the start date, although all firms had indicated the sooner they can get in and start interviewing existing personnel and start transitioning the administration the better. She added that the escrow for the transfer of the real estate was scheduled for January 29th. Upon further question by Member Spiegel relative to having two members of the Authority Board meet and make a recommendation, Ms. LaRocca stated that staff was prepared to make a recommendation on one of the firms at this time. Chairman Benson stated that she had met with Mr. Ortega and Ms LaRocca earlier in the day and went over the proposals. She said each member of the Housing Advisory Committee liked a different firm. She stated that in going over each of the proposals today, including the one Ms. LaRocca is prepared to recommend, she had relayed her concerns which would be addressed with regard to the financial reporting and opinion of our audit of their financial report, their property management ability as far as whether or not the City will get what it pays for it, and not having so many units left in the shuffle. She said the recommendation Ms. LaRocca has seemed to be the best to start off with. Member Crites stated that the Housing Advisory Committee is there to provide advice to the City, and even though the members did not agree with each other, he would like to see what each member's point of view was on each of the firms in addition to the final recommendation. He said it would also be nice to have in grid format information staff gave orally relative to 2 MINUTES REGULAR PALM DESERT HOUSING AUTHORITY MEETING JANUARY 8, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * some firms being local and some not, some being southern California based and some not, some being general contractors and some not, etc. Ms. LaRocca stated that the grid prepared as part of the criteria for evaluating the firms included the firms' qualifications, project understanding and approach, project team and references, affirmative action, cost and price, and miscellaneous. She reviewed the staff ratings that were given to each firm as outlined in the staff report. Member Ferguson asked whether the $20 per door was the same as saying $20 per unit, and Ms. LaRocca responded that it was. He questioned where the $240,000 set -aside amount came from. Ms. LaRocca responded that this was a little higher than the average. She said if you take $23 per door, it comes to $223,500, and staff was trying to establish a fund that would be there should it be needed in case of a shortfall in the net operating income. She agreed that it was a little high. Member Ferguson stated that it was 33 % in excess of the total management fee. Member Spiegel asked if a problem would be caused by continuing this matter. Ms. LaRocca responded that it would create some great difficulty in the transition. Member Spiegel agreed with Member Crites and did not know that he was in a position to know what is going on. Ms. LaRocca stated that staff could bring together those members of the Housing Advisory Committee, perhaps with two members of the Council, as early as tomorrow or Monday and have them express their thoughts and feelings with regard to the three firms. Mr. Ortega agreed and stated that the three members of the Housing Advisory Committee could explain their recommendations and why they made their selection of firms. He stated that staff would like to have someone on board at least two weeks before we take over so they have a chance to go through the books and the projects. Member Kelly moved to direct staff to set up a meeting with the three members of the Housing Advisory Committee and two Councilmembers and authorize them to make a decision. Motion died for lack of a second. Member Ferguson stated that while he was supportive of that idea, he was not sure that legally the Council could delegate the majority vote of the City Council to two members. Mr. Erwin stated that he felt it would be more advisable for the Council to refer this matter to a subcommittee, adjourn the Council meeting, and then have that report back for the entire Council act on it. 3 MINUTES REGULAR PALM DESERT HOUSING AUTHORITY MEETING JANUARY 8, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Chairman Benson asked if the Council could approve the firm recommended by staff, subject to the review by this subcommittee. Member Crites stated that what he was hearing was that the Council would have to meet for a brief, non-scheduled meeting. Mr. Erwin stated that this meeting could be adjourned to another time. He added that he would be more comfortable doing that because he had a problem with the Redevelopment Agency taking action to appropriate that amount of money when the item was not listed on the Agenda. He said the item was on the Housing Authority Agenda but was not listed on the Agenda for the Redevelopment Agency. Member Kelly asked whether the Council could delegate authority to the City Manager, and the Council could still meet with the three firms, vote, and give their recommendations to the City Manager. Mr. Erwin responded that the Council could delegate the authority as long as particular guidelines are given. Member Ferguson concurred but noted that was not what had been proposed. Member Crites moved to, by Minute Motion, authorize the Mayor to appoint two members of the Council to meet as soon as possible with the three members of the Housing Advisory Committee and, if appropriate, to also meet with the applicants and bring back at the earliest possible time a recommendation to the Council, with the Council to at that time either ratify that recommendation or not. Motion was seconded by Spiegel and carried by unanimous vote. Members Crites and Ferguson volunteered to serve in this capacity. V. CONSENT ITEMS HELD OVER None VI. RESOLUTIONS None VII. NEW BUSINESS None 4 MINUTES REGULAR PALM DESERT HOUSING AUTHORITY MEETING JANUARY 8, 1998 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * VM. CONTINUED BUSINESS None IX. OLD BUSINESS None X. REPORTS, REMARKS, AND AGENCY BOARD ITEMS REQUIRING ACTION A. CHIEF ADMINISTRATIVE OFFICER None B. AUTHORITY COUNSEL None C. PRESIDENT AND MEMBERS OF THE AUTHORITY None XI. ADJOURNMENT Upon motion by Crites, second by Spiegel, and unanimous vote of the Authority Board, President Benson adjourned the meeting at 7:15 p.m. to 9:30 a.m. on Tuesday, January 8, 1998. ATTEST: .e.t6 _ SHEILA R. '31LLIGA , SLC TARY PALM DESERT HOUSING _UTHORITY M. BENSON, PRESIDENT 5