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HomeMy WebLinkAbout2005-03-07MINUTES RIVERSIDE COUNTY PALM DESERT FINANCING AUTHORITY REGULAR MEETING MONDAY, MARCH 7, 2005 — 10:00 A.M. NORTH WING CONFERENCE ROOM — PALM DESERT CIVIC CENTER 73-510 FRED WARING DRIVE, PALM DESERT, CALIFORNIA 92260 I. CALL TO ORDER Commissioner Ortega convened the meeting at 10:05 a.m. II. ROLL CALL Present: Excused Absences: Commissioner Justin McCarthy (Alternate) Commissioner Larry Parrish Commissioner Michael O'Connor (Alternate) President Buford A. Crites Commissioner Carlos Ortega Vice President S. Roy Wilson Also Present: William Strausz, Authority Counsel Paul S. Gibson, Authority Treasurer Homer Croy, ACM for Development Services Stephen Y. Aryan, Assistant to the City Manager Patrick Conlon, Special Projects Administrator Doug Austin, Riverside County Interim Deputy Director Animal Services Betsy Webster, Riverside County Community Health Agency - Animal Services Rob Miller, Riverside County Director of Animal Services Amy Hughes, Senior Office Assistant to the City Manager Rachelle D. Klassen, City Clerk/Authority Secretary III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES of the Adjourned Regular Riverside County Palm Desert Financing Authority Meeting of September 13, 2004. Rec: Approve as presented. Upon a motion by Vice President Wilson, second by Commissioner McCarthy, and unanimous vote of the Authority Board, the Consent Calendar was approved as presented. MINUTES REGULAR MEETING OF THE RIVERSIDE COUNTY PALM DESERT FINANCING AUTHORITY V. CONSENT ITEMS HELD OVER None VI. NEW BUSINESS MARCH 7, 2005 A. REQUEST FOR APPROVAL OF EXPENDITURE LIST FOR FURNITURE, FIXTURES, AND EQUIPMENT FOR THE COACHELLA VALLEY ANIMAL CAMPUS (CVAC). Mr. Conlon noted the staff report provided to the Authority Board. He said it outlined a list of furniture/furnishings needed for opening of the facility; the expenditure was not covered under contract with the General Contractor, Wang Milestone. He thanked Doug Austin and Betsy Webster for all their hard work in compiling the list as it appeared today --pointing out that it initially came in at over $400,000 and was whittled down to under $300,000 here --along with Commissioner O'Connor's assistance in locating needed furniture. Commissioner O'Connor also thanked County staff for their diligence with the list, noting that this action would also require concurrence by County officials for expenditures outside the previously approved budget. Responding to question, Ms. Webster commented that the two required items with the longest leadtimes were the cages by Shoreline Equipment and the systems furniture. Authority Board Members agreed that it was important to get these items ordered as quickly as possible. Vice President Wilson moved to, by Minute Motion: 1) Approve the attached expenditure list in the amount of $296,950 for furniture, fixtures, and equipment needed for the opening of the Coachella Valley Animal Campus (CVAC); 2) authorize the Director of Finance to allocate $296,950 for this expenditure from Unallocated Riverside County Pass -through Funds held in trust by the Palm Desert Redevelopment Agency, with the understanding that City staff can proceed utilizing existing unencumbered project funds; authorization by County Executive Officer will be forthcoming and accepted for the reimbursement of same with Pass -through Funds. Motion was seconded by Commissioner McCarthy and carried by a unanimous vote. B. REQUEST FOR APPROVAL OF CHANGE ORDER NO. 1 FOR WANG MILESTONE CONSTRUCTION, INC., CONTRACT (NO. RCPDFA 22130). Mr. Conlon called attention to the staff report for this item, showing a total construction funds balance of $356,810. He noted that this change order, 2 MINUTES REGULAR MEETING OF THE RIVERSIDE COUNTY PALM DESERT FINANCING AUTHORITY MARCH 7, 2005 after taking everything into account, resulted in a request for a net increase of $6,263. Commissioner O'Connor moved to, by Minute Motion: 1) Approve Change Order No. 1 in the amount of $6,263 to the subject contract with Wang Milestone Construction, Inc., South Pasadena, California, for various additions and deletions to the project scope for construction of the Coachella Valley Animal Campus (CVAC); 2) authorize the Director of Finance to transfer $6,263 from Unallocated Fund Reserves to the base contract for this change order. Motion was seconded by Commissioner McCarthy and carried by a unanimous vote. C. REQUEST FOR APPROVAL OF EARTH SYSTEMS SOUTHWEST CONTRACT AMENDMENT NO. 1 FOR INSPECTION SERVICES (CONTRACT NO. RCPDFA 22550). Mr. Conlon reported that California Building Code required the project owner to employ Deputy Inspection/Special Inspection Services to monitor the contractor for materials and installation of the masonry system. He said this was primarily due to the seismic zone in which the CVAC was located. All of the hours for deputy inspection on the masonry system in the original contract had been used up. The requested amount will take it through to the end of deputy inspection needed for the structural system --probably in the amount of $52,000, with the request being for an amount not to exceed $60,000. Vice President Wilson moved to, by Minute Motion: 1) Approve Contract Amendment No. 1 in an amount not to exceed $60,000 to the subject contract with Earth Systems Southwest, Bermuda Dunes, California, for additional special inspection services for the structural system at the Coachella Valley Animal Campus (CVAC); 2) authorize the Director of Finance to appropriate $60,000 from Unallocated Riverside County Pass - through Funds held in trust by the Palm Desert Redevelopment Agency for this change order and transfer funds to the base contract. Motion was seconded by Commissioner McCarthy and carried by unanimous vote. VII. CONTINUED BUSINESS None VIII. OLD BUSINESS None 3 MINUTES REGULAR MEETING OF THE RIVERSIDE COUNTY PALM DESERT FINANCING AUTHORITY XI. REPORTS AND REMARKS MARCH 7, 2005 o Responding to question, Mr. Conlon said that there had been some weather - related access and material supplies delays on the CVAC project. Currently, it looked like the opening would be in May; Corky Larson and Jean Benson were working with Assistant City Manager for Community Services Sheila Gilligan on a "soft opening." They are planning to invite donor prospects to be part of the Friends of the Coachella Valley Animal Campus, a 501(c)(3) non-profit, to an event this summer where personal tours of the facility will be offered. It was felt that the large public opening would be best suited for Fall 2005, allowing staff to get moved in and settled into a routine. He added that once the contractor turns over the building, it would be at least 30 days before the facility would be set-up for operation. He noted that the Change Order just approved for General Contractor Wang Milestone provided for a 24-day contract extension. However, the contractor was operating under the "Liquidated Damages" clause in the contract ($500/day), which accounts for costs incurred from this delay —keeping the Cathedral City Shelter open for each month that the project is delayed, about $4,200/month in rent. Once the project was closer to completion, he planned to have serious discussions about this issue with the contractor. o In further response to question about the Participation Agreements with the respective Valley Cities, Mr. Conlon answered that they were in place, which was a requirement of the Board of Supervisors prior to the bond issue. At this stage, it would be reasonable to plan on Shelter Services to the cities officially beginning on July 1. Mr. Miller noted that the County was still trying to iron out some of its contracts in the Valley, including some cities that now want to participate in the County's program for field services. He agreed that July 1 would be an ideal target date. o In answer to question about recruitment for additional Animal Services staff, Mr. Austin reported that they had been working with Aurora Kerr of the Coachella Valley Association of Governments (CVAG), who had graciously offered their facilities for conducting a Job Fair in mid- to late April. County staff was working out the final details to make it a one -stop application, interview, and related services event so that applicants would not have to travel any further to apply and be accepted for these positions. Mr. Miller added that it was their intent to everyone on board at least 30 days prior to the CVAC opening to ensure new staff was exposed to as much training in the existing facilities as possible so that they would be as prepared 4 MINUTES REGULAR MEETING OF THE RIVERSIDE COUNTY PALM DESERT FINANCING AUTHORITY MARCH 7, 2005 as possible. He affirmed that there was a standardized field services agreement in place and being utilized. It was also noted that participating cities would be required to have a standardized animal control ordinance in place (Title 6), if they didn't already. X. ADJOURNMENT With Authority Board concurrence, Commissioner Ortega adjourned the meeting at 10:24 a.m. ATTEST: RAGHELLE D. KLASSEN, SECRETARY RIVERSIDE COUNTY PALM DESERT FINANCING AUTHORITY CARLOS L. ORTEG COMMISSIONER/ CHIEF ADMINISTRATIVE OFFICER 5