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Home My WebLink About2015-09-10MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, SEPTEMBER 10, 2015 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Weber convened the meeting at 3:00 p.m. II. ROLL CALL Present: Member Jan C. Hamik Member Sabby Jonathan Vice Chairman Robert A. Spiegel Member Van G. Tanner Chairman Susan Marie Weber Also Present: John M. Wohlmuth, Executive Director David J. Erwin, City Attomey Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Lauri Aylaian, Director of Community Development Martin Alvarez, Director of Economic Development Paul S. Gibson, Director of Finance/City Treasurer Janet M. Moore, Director of Housing Mark Greenwood, Director of Public Works Susan Trevino, Chief, Palm Desert Police/Riverside County Sheriff's Department Bill Sullivan, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Department Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Request for Closed Session: None MINUTES PALM DESERT HOUSING AUTHORITY MEETING SEPTEMBER 10, 2015 With Authority Board concurrence, Chairman Weber adjourned the meeting to Closed Session of the City Council and Successor Agency at 3:01 p.m. She reconvened the meeting at 4:01 p.m. IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of August 27, 2015. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 8/21/2015 and 8/28/2015 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. REQUEST FOR APPROVAL of Change Order No. 12 to Contract No. HA29410B — Construction of the Carlos Ortega Villas (Project No. 825-11). Rec: By Minute Motion, approve/authorize: 1) Change Order No. 12 in the total amount of $9,384.77 to the subject contract with Optimus Construction, Inc., Glendale, Califomia; 2) transfer of $9,384.77 from contingency to base for the contract; 3) Chairman to execute Change Order No. 12 —funds are available in Account Nos. 8718691-4400100 and 7038691-4400100 - Capital Improvements for this purpose. D. REQUEST FOR ACCEPTANCE OF WORK for the Carlos Ortega Villas Offsite Improvements (Contract No. HA29410B, Project No. 825-11) (Optimus Construction, Inc., Glendale, CA). Rec: By Minute Motion: 1) Accept the work as complete for the Carlos Ortega Villas Offsite Improvements; 2) authorize Chairman to sign the Certificate of Substantial Completion for the Offsite Improvements. Upon a motion by Spiegel, second by Hamik, and 5-0 vote of the Authority Board (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None), the Consent Calendar was approved as presented. 2 MINUTES PALM DESERT HOUSING AUTHORITY MEETING SEPTEMBER 10, 2015 VI. CONSENT ITEMS HELD OVER None VII. RESOLUTIONS None VIII. NEW BUSINESS A. REQUEST FOR AUTHORIZATION FOR USE OF GARLAND/DBS, INC., FOR ROOF AND DECK MANAGEMENT AND RELATED SERVICES FOR THE PALM DESERT HOUSING AUTHORITY -OWNED RESIDENTIAL RENTAL PROPERTIES. Management Analyst Jessica Gonzales stated that approval of this item will allow the Authority to have Garland/DBS, Inc., complete roof and deck management assessment and related services at the Authority -owned residential rental properties; there is no fee for the service. She said Garland products and services have been used on several projects in the Coachella Valley and in the City of Palm Desert, such as at the Sheriff Station and Fire Stations, and have performed successfully. She said this was a government contract vendor located in Corona and Riverside. The Housing Commission reviewed this item at its regular meeting of September 9 and recommended approval. Member Tanner moved to, by Minute Motion, authorize: 1) Use of Garland/DBS, Inc., Cleveland, Ohio, for roof and deck management assessment and related services for the Palm Desert Housing Authority -owned residential rental properties, pursuant to Section 3.30.260 of the Palm Desert Municipal Code; 2) Palm Desert Housing Authority's Legal Counsel to negotiate and finalize an access agreement with Garland/DBS, Inc. (Contract No. HA34740); 3) Palm Desert Housing Authority Chairman and/or Executive Director to execute the Access Agreement and any documents necessary to effectuate the actions taken herewith. Motion was seconded by Jonathan and carried by a 5-0 vote (AYES: Hamik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). IX. CONTINUED BUSINESS None 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING SEPTEMBER 10, 2015 X. OLD BUSINESS A. REQUEST FOR APPROVAL OF AMENDMENT NO. 2 TO CONTRACT NO. HA33480 - ANNUAL LANDSCAPE MAINTENANCE SERVICES AT THE PALM DESERT HOUSING AUTHORITY PROPERTIES. Management Analyst Jessica Gonzales stated that approval of Amendment No. 2 will allow the current landscape maintenance contractor Liberty Landscaping, Inc., to complete extra work at Las Serenas Apartments that was not anticipated nor part of the original contract. The scope of extra work includes turf removal and drought tolerant landscape conversion. Completion of this extra work will correct existing maintenance issues where the hardscapes are deteriorating from water over spray and also provide other savings in the operations of this property. Coachella Valley Water District (CVWD) has approved a partial reimbursement for this project through the Landscape Water Management Program, which is up to $1.00 per square foot for the turf removal that is estimated to be 14,930 square feet. The Housing Commission reviewed this item at its regular meeting of September 9 and recommended approval. Member Jonathan complimented staff on this project, because not only will it facilitate the City's goal of reducing water usage, but it will reduce expenses for administering this property and solve real problems that have been occurring with over watering. Additionally, about 40% of the conversion is expected to be rebated from the CVWD fund. Vice Chairman Spiegel moved to, by Minute Motion, approve/authorize: 1) Amendment No. 2 to the subject contract with Liberty Landscaping, Inc., Riverside, Califomia, increasing the annual not -to -exceed extra work in the amount of $37,086 for Annual Landscape Maintenance Extra Work Services at the Housing Authority Properties; 2) Palm Desert Housing Authority to participate in the Coachella Valley Water District Landscape Water Management Program; 3) Executive Director and/or Chairman to execute Amendment No. 2 and any documents necessary to effectuate the actions taken herewith — monies are available in the FY 2015-2016 Palm Desert Housing Authority's Operating Budget in the appropriate Authority Accounts. Motion was seconded by Tanner and carried by a 5-0 vote (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). Xl. PUBLIC HEARINGS None XII . REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING SEPTEMBER 10, 2015 1. Carlos Ortega Villas Mr. Wohlmuth expressed sincere appreciation to Director of Public Works Mark Greenwood, Transportation Engineer Mark Diercks, Director of Housing Janet Moore, and Project Administrator Heather Buck, for the wonderful job they've been doing on the Carlos Ortega Villas Project. He especially thanked the Public Works Department for the terrific job they did on the roundabout project at Palm Desert Country Club that was interrelated to Carlos Ortega Villas and offered a specific commendation to Ms. Buck for her good work as Project Manager for the Carlos Ortega Villas Project and working with the Country Club Association on the roundabout. He added that the roundabout tumed out great, providing additional parking for both the Country Club Association and for Joe Mann Park, clearing up the on -street parking by allowing this additional off-street area for same. Further, he noted that while traffic roundabouts are often criticized, this one is working wonderfully. B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chairman Weber adjourned the meeting at 5:08 p.m. ATTEST: RiiD. KLASSEN, CRETARY PALM DESERT HOUSING AUTHORITY 4--) SUSAN MARI, CHAIRMAN 5