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HomeMy WebLinkAboutHOUSG CMSN - 01/10/07CITY OF PALM DESERT HOUSING COMMISSION MINUTES January 10, 2007 I. CALL TO ORDER Chairman Jane Turner convened the meeting at 3:30 p.m. II. ROLL CALL Present: Members Absent: Jane Turner Leo Sullivan Linda Ward Also Present: Dave Yrigoyen, Director of Redevelopment/Housing Janet Moore, Housing Authority Administrator Jessica Gonzales, Management Analyst Bryce White, Project Administrator James Conway, Project Coordinator Patty Leon, Recording Secretary Guest(s): Teresa Vakili, RPM Company Reuel Young, Interactive Design Corporation Tim Rusic, Interactive Design Corporation III. ORAL COMMUNICATIONS Verna Smith Janet Moore informed the Commission that City Hall was closed to regular business for several days for staging coordination of President Gerald Ford's memorial service. For this reason, a few items requested at the last Housing Commission meeting will be provided next month including the minutes and the thank you letter to Larry Saindon. IV. CONSENT CALENDAR Housing Commission Minutes JANUARY 10, 2007 MINUTES of the Regular Housing Commission meeting of December 13, 2006 were continued to the next Housing Commission meeting. Motion was made by Leo Sullivan and seconded by Linda Ward to continue the minutes to the next Housing Commission meeting. V. REPORTS AND REMARKS A. COMMISSION REPORTS Leo Sullivan asked if members of this Commission were serving on more than one committee; the response was no. B. SUMMARY OF CITY COUNCIL AND REDEVELOPMENT AGENCY AGENDA ITEMS RELATED TO HOUSING, AND SUMMARY OF CITY COUNCIL, HOUSING AUTHORITY, REDEVELOPMENT AGENCY ACTIONS An update was provided to the Housing Commission for review. C. RPM MONTHLY STATUS REPORTS The Monthly Status Report for November was reviewed by the Commission. D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report #1 for November was reviewed by the Commission. Upon question as to why the Monthly Occupancy and Average Rent Statement and Monthly Status Report were different in terms of occupancy, Teresa Vakili explained that the Monthly Status Report reflects a full four weeks, given that some of the properties are open on the weekends. The Monthly Occupancy Statement is through the end of each month. Move -outs generally take place at the end of the month so there may be a difference between the two cutoff times. Leo Sullivan commented that Mrs. Vakili did well on her feet for a response. G:\rda\Patty Lcon\housing Commission\Minutes\2007\1-10-07 .doc Housing Commission Minutes JANUARY 10, 2007 E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS Report #2 for November was reviewed by the Commission. F. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the Commission. James Conway summarized the update and noted that the Tight fixtures including bulbs at Las Serenas were replaced as part of the energy efficiency upgrades. Leo Sullivan referenced the report and suggested that there be a change to the routine items reported, as he would rather know what's going on with the properties in terms of the physical appearance as opposed to the weekly landscape walks. He felt the report was repetitive, commenting that James Conway was filling things in for the Commission. He addressed Chairman Jane Turner on her thoughts. Jane Turner stated that she was pleased with the report's formatting to one page and felt there was no reason to change it. In regard to the weekly landscape walks, Janet Moore stated that staff was being sensitive to a concern previously brought by Linda Ward regarding the landscape at Las Serenas, and therefore weekly landscape walks resumed at all properties. VI. NEW BUSINESS A. Country Village Apartments Janet Moore introduced Reuel Young and his associate Tim Rusic with Interactive Design Corporation who were present to discuss a brief overview of the site design and yield study of Country Village Apartments. Mrs. Moore asked the Commission for volunteers of one or two members to participate in an Adhoc Sub -Committee to review the different aspects of Country Village's proposed concept. Linda Ward volunteered and suggested that a second member be appointed as well. With no other members volunteering, Mrs. Moore noted that she would contact Verna Smith who was not present at the meeting. G:\rda\Patty Lcon\Housing Commission\Minutes\2007\1-10-07 .doc Housing Commission Minutes JANUARY 10, 2007 Reuel Young displayed a site design and explained the proposed layout of the site. He stated that Casey's will remain in its current location as part of the development as well as integrate a fire station, upon the agreement between the City and County. Mr. Young explained that there are parking concerns and that would be reviewed with the City in order to provide for adequate parking. He described the layout with two types of units; a two-story town house with living area and kitchen as well as a carport located on the first floor with the two bedrooms on the second floor. A three- story building is being considered and would offer two -bedroom flat units. In a meeting that included staff members from Housing, Fire Department and Phil Drell, Mr. Young explained how Mr. Drell discussed that all cities in the Coachella Valley were close to built - out in terms of land available to accommodate affordable housing. With the shopping across from Country Village Apartments, it was explained how this site is very desirable for affordable housing; further noting how Mr. Drell had recommended and supported the idea of a three-story building. The three-story building was depicted with varying levels visually pleasing from the main entrance and to avoid an immediate impact from the adjacent office building. Two elevators would serve the third level floor and only stairs would serve the second floor. He further noted that in the preliminary discussions of the site design it did not include a pool because it raised issues both in maintenance and insurance. There was a general discussion on the adjacent property that the City acquired in order to allow extending the site to provide for more units. Janet Moore mentioned that this design is very preliminary which was why Mr. Young was showing the unique layout of the odd - shaped parcel and explained the importance of having Housing Commission members as part of the sub -committee for further review. She noted that some of the unresolved issues at the moment still remain with legal counsel. Linda Ward asked whether the property would be a senior complex. Mrs. Moore stated it would be a multi -family complex and not age 4 G:\rda\Patty Leon\Housing Commission\Minutes\2007\I-10-07 .doc Housing Commission Minutes JANUARY 10, 2007 restricted. Upon question of the units square footage, Mr. Young stated that the town houses would be approximately 1,000 and the two - bedroom flat units at about 850. Ms. Ward shared her concern with not having a play area for children. Mr. Young noted that a community park is located within a quarter of a mile to the west. Leo Sullivan questioned whether anyone had checked with Dr. Kerigan whose office is located adjacent to the property. Mr. Young explained that he has not had any conversations with him. Mr. Sullivan stated he would mention it to Dr. Kerigan since he was meeting with him the next day. Janet Moore reiterated that this is not a final concept and with the guidance of the sub -committee further review would be given to the design of the units and bring back the outcome of those discussions. Ms. Ward expressed concern with the three-story building in terms of fire hazard. Mr. Young explained that the effort to balance the limited resources of land, the economics of where people live, and the livability have to be considered at all times. He believed that a three-story building is an acceptable solution in limited circumstances and how the location is very desirable. Mrs. Moore explained that at this point it was too early in the process to say what the final recommendation would be. Action: Motion was made by Commissioner Sullivan and seconded by Commissioner Ward to continue the approval of the site design and yield of proposed project as presented for separate consideration to a future meeting (date uncertain), with Commissioner Smith absent. Further discussion ensued with an explanation of mounting the AC units on the roofs. Mr. Young concluded by noting that Photo Voltaic will be considered in the project. G:\rda\Patty Lcon\Housing Commission \Minutes\2007\1-10-07 .doc Housing Commission Minutes B. California Villas Rehabilitation Project James Conway reviewed the staff report. JANUARY 10, 2007 Janet Moore anticipated Phase B going out to bid in the second quarter of 2007 and how the construction manager being requested today would assist with that phase. Linda Ward motioned to approve. Leo Sullivan stated that he has expressed himself previously on how he feels with these particular contracts and commented he could really make this a real issue by not seconding the motion. He stated several times that he question the fact that we contract out so many services and how then the Commission is presented with budget changes and shared he was very concerned with this issue. He asked about staffs involvement and questioned why staff is not capable of handling these things. He suggested hiring an additional staff member particularly for these purposes stating it would not cost us this much money. Dave Yrigoyen responded that this type of service is a particular type of professional expertise. He explained that generally if we hired a construction manager it would cost more than contracting out on a project that will eventually be completed. Potentially then there would be a staff member that would have no work until the next project comes around. He noted that staff is busy with assignments in other projects and that is why we contract these types of projects. Mr. Sullivan commented on how much money has been spent on professional services including this project, noting that a $135,240 contract is being presented today and again questioned why we can't have an additional staff member. Mr. Yrigoyen replied it's not unusual for cities to do this. He stated that in many cases the problem of paying someone a salary of $100 an hour to do Tess expensive work would be an issue to the City in terms of economic sense. Linda Ward agreed with Mr. Sullivan's comments and stated that if we had a staff member to do these types of services it would have saved Bryce White a lot of time. G \rda\Patty Leon\Housing Commission \Minutes\2007\1-10-07 .doe Housing Commission Minutes JANUARY 10, 2007 Janet Moore stated that this process common amongst cities. Construction managers are used for public works projects as well. There is also a benefit to having outside management because they are a third party between the owner and contractor and are consistently on site managing the project which staff is often not able to do. She further noted that the hourly rate for a construction manager might be inconsistent with the City's pay scale. Mr. Sullivan stated that since other departments use this type service too then why not consider an additional staff member to be able to assist the various departments, commenting he was finding difficulty with this issue. He noted the amounts paid for the renovation project at California Villas and questioned the justification. He suggested that a study should be done on why we are spending this significant amount of money. Mr. Yrigoyen stated that his request would be forwarded to the City Manager. James Conway stated that by contracting these type of services allows staff to contract with the best qualified construction management firm for that particular type of project. Action: Motion was made by Commissioner Sullivan and seconded by Commissioner Ward to forward a recommendation to the Palm Desert Housing Authority Board to authorize the award of a professional services to Harris & Associates in the amount of $135,240.00, plus reimbursable expenses of $5,000.00 for construction management services for Phase B of the California Villas Rehabilitation Project (Site Improvements); with the caveat that a request be forwarded to the City Manager of a study of amounts disbursed for these services, with Commissioner Smith absent. C. California Villas — Portrait Homes Change Order No. 3 Action: James Conway reviewed the staff report. Motion was made by Commissioner Sullivan and seconded by Commissioner Ward to forward a recommendation to the Palm Desert Housing Authority to approve change order no. 3 to Contract No. HA 23650 for Portrait Homes Inc. for the exterior building renovations at the Housing Authority Property known as California Villa, with Commissioner Smith absent. G:\rda\Patty Leon\Housing Commission\Minutes\2007\1-10-07 .doc Housing Commission Minutes JANUARY 10, 2007 Jane Turner stated that she drove by California Villas and commented it was very pleasing and a project that we are going to be very proud of. Mr. Conway distributed pictures of California Villas for review. D. Laguna Palms — Award of Contract Staff asked that the Commission replace the staff report in their packets with a new updated report. Janet Moore stated that only one bid was received at the bid opening on January 9, 2007. She noted that there is one caveat in the recommendation and this is to authorize the award to Portrait Homes in the specified amount pending verification of the bid amount being a fair value. That amount will be analyzed within the next couple of days with the Construction Manager, Architect, and City staff to ensure that everyone agrees it is a qualified bid based on experience and fair value. If the award can not be made, it will be brought back to this Commission. Upon question if Portrait Homes were on budget with regard to California Villas, Mrs. Moore stated that they have worked well with their estimations and change orders have been within the industry standards. Based on Mr. Sullivan's request, the unfinished interior renovations were added to the scope before it went out to bid and that amount is included. Action: Motion was made by Commissioner Sullivan and seconded by Commissioner Ward to forward a recommendation to the Palm Desert Housing Authority to authorize an award of contract to Portrait Homes, Inc. in the amount of $5,047,924 for interior and exterior renovations at the Housing Authority Property known as Laguna Palms pending verification of fair value of the bid amount from staff, architect and construction management firm, with Commissioner Smith absent. E. Mid -Year 2006/2007 Budget Adjustment Janet Moore reviewed the mid year budget adjustments provided in a memo from Veronica Tapia. She depicted a typo that was made to item number 3 and how it should be Las Serenas and not Laguna 8 G:\rda\Patty Lcon\I lousing Commission\Minutes\2007\1-10-07 .doc Housing Commission Minutes JANUARY 10, 2007 Palms. She noted that the amount being requested for Catalina Gardens and Pueblos includes the community room's furniture. Mrs. Moore noted that this is an adjustment to the budget and will be offset by a grant received from the State of California Workforce Housing. Also mentioned was the abatement of two units at Desert Pointe due to asbestos in the flooring. Mrs. Moore explained that when California Villas was acquired the doors were in dire need of replacement, the Architect determined that they wanted to install a different door style to complement the actual design of the complex. In efforts to conserve money, those doors will be used at a different property with regard to a project anticipated for next year. Mrs. Moore also clarified One Quail Place's carport expenditure to be for painting and not resurfacing as noted on the memo. One Quail Place fees were explained as the purchase of a software program that will assign rental rates based on the income information inputted in the system. Action: Motion was made by Commissioner Sullivan and seconded by Commissioner Ward to forward a recommendation to the Finance Director the recommendation to request approval to appropriate funds for the mid -year adjustments for the Housing Authority properties, with Commissioner Smith absent. VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (January) Newsletters were reviewed by the Commission. Linda Ward suggested a flyer be inserted in the newsletter regarding the need for a Housing Commissioner from the Housing Authority properties, and asked if two members from Las Serenas is acceptable. Janet Moore explained that a tenant from the larger properties such as One Quail Place be preferable since there is a difference living at a multi -family complex but that there would be no objection to residents at the senior G:\rda\Patty Leon\Housing Commission\Minutes\2007\1-10-07 .doc Housing Commission Minutes properties. B. Schedules for California Villas and Laguna Palms JANUARY 10, 2007 Janet Moore reported that the schedules will be presented at the next Housing Commission meeting. C. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program. James Conway reviewed the update and stated that this was a form that was not updated due to the closing of City Hall. Leo Sullivan referenced the newsletter and read a quote from J.R.R. Tolkien "It's a job that's never started that takes the longest to finish". Jane Turner asked about Rancho Housing Alliance's performance. James Conway responded that they were progressing moderately. Their anticipated assignments per year are between 20 and 25 cases. D. PALM VILLAGE APARTMENTS Bryce White distributed pictures of the construction progress and provided a brief summary. The design of the carport structure as well as the photo voltiac, has been forwarded to the Building Department for approval; the undergrounding for the photo voltaic is in place. Ceramic tiles have been installed at almost all the units. The project continues to move slowly but it is progressing. E. CATALINA GARDENS COMMUNITY ROOM Bryce White reported that the project is moving forward with sub -contractors handling most of the work. Work has begun on the fire lane from the Joselyn Senior Center parking lot up to the property itself. Additionally, the irrigation system is currently being installed. E. Phase II 20 Acre Site Update: 1) Falcon Crest 2) La Rocca Villas 10 G:\rda\Patty Leon\1iousing Commission\Minutes\2007\I-10-07 .doc Housing Commission Minutes JANUARY 10, 2007 Dave Yrigoyen reported that the project is on schedule and anticipates a walk- thru with staff next week of both La Rocca Villas and Falcon Crest. A ribbon cutting date will be scheduled once the models are completed. Janet Moore also reported that an interest rate commitment was locked for the first phase at Falcon Crest with California Homes Financing Agency (CaIFHA). The interest rates were locked at 5.25% for low-income families and 5.75% for moderate -income families three days before the rate changed. F. Estonia Protocol Janet Moore reported that the City received funding from the Public Utilities Commission. The Office of Energy Management Department is currently in the process of opening a new office. Programs will be implemented to allow Palm Desert residents to upgrade their dated equipment. IX. ADJOURNMENT A. A memo was provided to the Commission listing the approved Housing Commission meetings scheduled for 2007. Janet Moore informed the Commission that the Council has provided a tentative date for the 2007 Housing tour of March 23rd. Several members of the Council requested that we visit new and renovated sites, therefore the tour will be condensed. The tour hours will be approximately from 9:00 a.m. to 11:30 a.m. With members of the Housing Commission concurrence Chairman Jane Turner awned the meeting at 5:07 p.m. to February 7, 2007. PATTY LEON, /RECORDING SECRETARY 11 G:\rda\Patty Lcon\Housing Commission\Minutes\2007\1-10-07 .doc