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Home My WebLink About2019-06-27MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JUNE 27, 2019 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 3:01 p.m. II. ROLL CALL Present: Member Jan C. Harnik Member Sabby Jonathan Member Kathleen Kelly Vice Chairman Gina Nestande Chairman Susan Marie Weber Also Present: Lauri Aylaian, Executive Director Robert W. Hargreaves, City Attorney Rachelle D. Klassen, Secretary Lori Carney, Director of Administrative Services Russell Grance, Director of Building & Safety Ryan Stendell, Director of Community Development Martin Alvarez, Director of Economic Development Janet M. Moore, Director of Finance/City Treasurer Tom Garcia, Director of Public Works Stephen Y. Aryan, Risk Manager Ty Davis, Division Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Mike Beverlin, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire M. Gloria Sanchez, Management Specialist II III. ADJOURN TO CLOSED SESSION Request for Closed Session: None With Authority Board concurrence, Chairman Weber adjourned the meeting to Closed Session of the City Council at 3:06 p.m. She reconvened the meeting at 4:05 p.m. MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 27, 2019 IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None V. CONSENT CALENDAR For clarification, Housing Authority Consent Calendar is combined into the CITY COUNCIL AGENDA, Section XII - CONSENT CALENDAR and considered jointly. It appears here only for record -keeping purposes. A. MINUTES of the Housing Authority Meeting of June 13, 2019 (See City Council Agenda - Section XII - Consent Calendar, Item W). Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrant Dated 6/7/2019 (Joint Consideration with the Palm Desert City Council, See City Council Agenda - Section XII - Consent Calendar, Items C and X) Rec: Approve as presented. C. HOUSING COMMISSION MINUTES for the Meeting of May 8, 2019 (See City Council Agenda - Section XII - Consent Calendar, Item Y). Rec: Receive and file. D. REQUEST for Extension of Contract with Richards, Watson & Gershon for Specialized Legal Services Until June 30, 2024 (Contract No. SA28881) (Joint Consideration with the Palm Desert City Council and Successor Agency to the Palm Desert Redevelopment Agency - See City Council Agenda - Section XII - Consent Calendar, Items J, V, and Z). This item was removed for separate consideration under Section VI - Consent Items Held Over. Please see that portion of the minutes for resulting discussion and action. 2 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 27, 2019 E. REQUEST FOR AUTHORIZATION to Streamline the Use of Named Vendors for the Housing Authority by Granting an Exception to Bidding Requirements and Approving the Authority Vendor List (See City Council Agenda - Section XII - Consent Calendar, Item AA). Rec: By Minute Motion: 1) Grant an exception to bidding requirements, as provided for by Section 3.30.160(K) of the Palm Desert Municipal Code; 2) approve the Housing Authority Vendor List pursuant to Section 3.30.160(K) of the Palm Desert Municipal Code for purposes of providing recurring, routine contractual services, including maintenance work, and materials, supplies, and equipment, effective July 1, 2019, not to exceed $25,000 in value, or as noted on the vendor list per each named vendor per property (in a 12-month period). F. REQUEST FOR AUTHORIZATION of Use of The Sherwin-Williams Company for Purchase of Paint and Paint -Related Materials and Supplies for the Palm Desert Housing Authority Properties for FY 2019-2020 (Contract No. HA38920) (See City Council Agenda - Section XII - Consent Calendar, Item BB). Rec: By Minute Motion, authorize: 1) Use of The Sherwin-Williams Company for purchase of paint and paint -related materials and supplies for Palm Desert Housing Authority Properties, pursuant to Sections 3.30.160(L) and 3.30160(E) of the Palm Desert Municipal Code, for FY 2019-2020 in an amount not to exceed $100,000; 2) Chairman and/or Executive Director to execute the Agreement and any documents necessary to effectuate the actions taken herewith — monies have been included in the FY 2019-2020 proposed Palm Desert Housing Authority's Operating Budget in the appropriate Authority Account. G. REQUEST FOR AUTHORIZATION of the Use of Curtis Allan Floorcovering, Inc., for Purposes of Procuring Floor Coverings and Related Supplies and Services with Engineered Floors, LLC (d.b.a. J+J Flooring Group and d.b.a. EF Contract) at the Palm Desert Housing Authority Properties in a Total Annual Amount Not to Exceed $125,000 (Contract No. HA38930) (See City Council Agenda - Section XII - Consent Calendar, Item CC). Rec: By Minute Motion, authorize: 1) Use of Curtis Allan Floorcovering, Inc., National City, California, as the authorized vendor for purposes of procuring floor coverings and related supplies and services (includes costs for non -warranty partial replacements and repairs) at the Palm Desert Housing Authority properties for a term of three years under National Cooperative Purchasing Alliance Agreement, 3 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 27, 2019 Flooring & Outdoor Surfaces Solutions Contract No. 02-60, with Engineered Floors, LLC (d.b.a. J+J Flooring Group and d.b.a. EF Contract), pursuant to Sections 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, in a total annual amount not to exceed $125,000; 2) participation with the National Cooperative Purchasing Alliance; 3) Authority's Legal Counsel to negotiate and finalize an agreement with Curtis Allan Floorcovering, Inc.; 4) Chairman and/or Executive Director to execute the Agreement and any documents necessary to effectuate the actions taken herewith — monies have been included in the FY 2019-2020 proposed Housing Authority's Operating Budget, in the appropriate Authority Accounts for each property. H. REQUEST FOR AUTHORIZATION of the Award of Contract to Garland/DBS, Inc., for Roof Repairs and Related Services at the Palm Desert Housing Authority Properties in a Total Annual Amount Not to Exceed $75,000 (Contract No. HA38940) (See City Council Agenda - Section XII - Consent Calendar, Item DD) . Rec: By Minute Motion, authorize: 1) Award of subject contract to Garland/DBS, Inc., Cleveland, Ohio, for roof repairs and related services (includes costs for roof repairs, permit fees for those repairs that may require one, and other repair -related costs) at the Palm Desert Housing Authority properties for a term of three years under the U. S. Communities Agreement Contract No. 14-5903, pursuant to Section 3.30.160 of the Palm Desert Municipal Code in a total annual amount not to exceed $75,000; 2) Palm Desert Housing Authority's Legal Counsel to negotiate and finalize an agreement with Garland/DBS, Inc.; 3) participation with the U. S. Communities Government Purchasing Alliance; 4) Chairman and/or the Executive Director to execute the Agreement and any documents necessary to effectuate the actions taken herewith — monies have been included in the FY 2019-2020 proposed Palm Desert Housing Authority's Operating Budget in the appropriate Authority Accounts for each property. Councilmember/Director/Member Harnik asked that Item D be held over for separate consideration. Upon a motion by Harnik, second by Nestande, and 5-0 vote of the City Council/Successor Agency Board/Housing Authority Board (AYES: Harnik, Jonathan, Kelly, Nestande, and Weber; NOES: None), the remainder of the Consent Calendar was approved as presented. 4 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 27, 2019 VI. CONSENT ITEMS HELD OVER D. REQUEST for Extension of Contract with Richards, Watson & Gershon for Specialized Legal Services Until June 30, 2024 (Contract No. SA28881) (Joint Consideration with the Palm Desert City Council and Successor Agency to the Palm Desert Redevelopment Agency - See City Council Agenda - Section XII - Consent Calendar, Items J, V, and Z). Councilmember/Director/Member Harnik had no objection whatsoever to renewing the contract for five years, as requested. RWG has been great help to Palm Desert in the process of dissolving its Redevelopment Agency and done a great job at it, and she felt it's in the best interest of the community to continue with them. However, she noted that since it's the same contract that's been in place for some time, with recommendation here being to continue it for five more years, she asked if there was an opportunity to look at the contract - from both sides - and see if it was still serving all concerned as well as possible. Management Analyst Christopher Gerry confirmed that RWG continues to provide specialized legal services to the Successor Agency, Housing Authority, and City. Furthermore, he said that RWG has generally not requested a monthly flat retainer fee or annual cost of living increase; thus, they've maintained the same rates since at least 2009, and going even further back, it's been a small percentage increase. He added from a cost perspective, that it absolutely is a value; part of the reason for requesting an extension is to preserve the continuity of that service. He went on to say that in looking at their monthly retainer of $15,000/month (totaling $180,000/year), it has been deferred for nearly 10 years; the average Palm Desert has spent is closer to $50,000-$60,000 per year. Councilmember/Director/Member Harnik reiterated her concern that it work well for both parties, because she believed they were very valuable and have done a great job for Palm Desert. Councilmember/Director/Member Harnik moved to, by Minute Motion, extend subject contract for specialized legal services for an additional five years, under the same terms and conditions as the existing contract. Motion was seconded by Mayor Pro TemNice Chair/Vice Chairman Nestande and carried by 5-0 vote (AYES: Harnik, Jonathan, Kelly, Nestande, and Weber; NOES: None). VII. RESOLUTIONS 5 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 27, 2019 A. RESOLUTION NO. HA - 93 - A RESOLUTION OF THE PALM DESERT HOUSING AUTHORITY, AMENDING AND RESTATING THE BYLAWS OF THE HOUSING COMMISSION. Senior Management Analyst Jessica Gonzales reported that the subject request will amend and restate Palm Desert Housing Commission Bylaws, in order to adopt the first Wednesday of the month as the Commission's new regular scheduled meeting date, with frequency, time, and location remaining the same. She added that the first Wednesday was determined to be the best for serving the Commission and public for participation and attendance. Housing Commission reviewed the proposal and recommended approval, with majority consensus of the Commission determining that if approved, the new schedule would be effective as of September 4, 2019. She offered to answer questions. Member Harnik moved to waive further reading and adopt Resolution No. HA - 93. Motion was seconded by Vice Chairman Nestande and carried by 5-0 vote (AYES: Harnik, Jonathan, Kelly, Nestande, and Weber; NOES: None). VIII. NEW BUSINESS None IX. CONTINUED BUSINESS None X. OLD BUSINESS None XI. PUBLIC HEARINGS A. REQUEST FOR APPROVAL OF RESOLUTIONS RELATED TO ADOPTION OF THE FISCAL YEAR 2019-2020 BUDGET AND CAPITAL IMPROVEMENT PROGRAM (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Ms. Moore related that the Fiscal Year 2019-2020 annual operating Budget for the City was now before Council, following two lengthy Study Sessions in early May to discuss the proposed plan and five-year Capital Improvement Program. She said the City's General Fund Revenues were expected to increase by approximately 4.6% over the FY 2018-2019 Budget for a total of $60.67 million; General Fund Expenditures increased by approximately4.5% over FY 2018-2019, totaling $60.63 million, and the Budget was balanced. She noted that Article XIII(B) of the California Constitution requires calculation of an Appropriations Limit for the City, and it amounted to less 6 I✓ MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 27, 2019 than half of the total limit of $138.5 million. Further, she said in FY 2019-2020, the City's Capital Improvement Program (CIP) totaled $22.1 million, and the request included authorization for the allocation of 116 positions, including four new positions from 2018-2019 (2-Student Interns, 2-Temporary Employees) that City Council previously discussed in the Study Sessions. In addition to the other recommended actions, the request includes an Out -of -State Travel List for the named destinations and staff members attending. She offered to answer any questions. Mayor/Chairman Weber declared the public hearing open and invited testimony SUPPORTING or OPPOSING the Budget and Capital Improvement Program. With no public testimony offered, she declared the public hearing closed. Councilmembers/Members jointly extended great appreciation to Ms. Moore, the Finance Department, and City staff for the good work in calculating and putting together a fiscally responsible plan that reflects and incorporates the City Council's 2019 Goals, and is soundly based on the elements set forth in both the City's General and Strategic Plans. Further, it was recommended that a summary of the adopted Budget be featured in a future edition of the City's Bright Side newsletter to notify and inform residents of this important aspect of the City's governance. Councilman/Member Jonathan moved to: 1) Waive further reading and adopt: a) Resolution No. 2019 - 46, adopting the Budget and Capital Improvement Program (CIP) for the Fiscal Year of July 1, 2019, through June 30, 2020; b) Resolution No. 2019 - 47, establishing the Appropriations Limit for the Fiscal Year 2019-2020; c) Resolution No. HA - 92,_adopting a Palm Desert Housing Authority Budget for the Fiscal Year of July 1, 2019, through June 30, 2020; d) Resolution No. 2019 - 48, the Staffing Allocation and Salaries Resolution, setting the FY 2019-2020 Salary Schedules, Salary Ranges, and Allocated Classifications; 2) by Minute Motion, approve Out -of -State Travel, as listed in the attached memorandum of the same name. Motion was seconded by Mayor Pro Tem/Vice Chairman Nestande. Councilmember/Member Kelly commented that at the recent League of California Cities Executive Forum and Advanced Education Workshop, she attended the all -day session on city finances and felt it should be noted that Palm Desert's policies and practices exceed everything that was recommended. She said the method of presentation, White Papers, the detail and care that was taken in this process were to be greatly lauded, and her colleagues all concurred heartily. Mayor/Chairman Weber called for the vote on the motion, and it carried 5-0 (AYES: Harnik, Jonathan, Kelly, Nestande, and Weber; NOES: None). 7 MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 27, 2019 XII . REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None 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 7:08 p.m. ATTEST: 4111 -1111W-4.... Oirkk H D. K £ SSE- ECRETARY PALM DESERT HOUSING AUTHORI SUSAN MARIE WEBER, CHAIRMAN 8