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HomeMy WebLinkAboutHOUSG CMSN - 12/13/06PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: FEBRUARY 8, 2007 SUBJECT: HOUSING COMMISSION MINUTES Attached are the following Housing Commission Meeting Minutes approved at the Housing Commission Meeting held February 7, 2007: ► December 13, 2006 �^ ► January 10, 2007 /eCe1//ed F116Y HOUSG AUTH ON `3 Please submit to the Housing Authority Board. VERIFIED BY:140/ Thank you. Original on file with City Clerk's Office cc: Carlos L. Ortega, Executive Director CITY OF PALM DESERT HOUSING COMMISSION MINUTES December 13, 2006 I. CALL TO ORDER Chairman Jane Turner convened the meeting at 3:30 p.m. II. ROLL CALL Present: Members Absent: Jane Turner Verna Smith Leo Sullivan Linda Ward Also Present: Carlos Ortega, Executive Director Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of Redevelopment/Housing Jessica Gonzales, Management Analyst Janet Moore, Housing Authority Administrator Bryce White, Project Administrator James Conway, Project Coordinator Patty Leon, Recording Secretary Guest(s): Teresa Vakili, RPM Company III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR Larry Saindon A. MINUTE S of the Regular Housing Commission meetings of the September 15, 2006, October 11, 2006, and November 15, 2006. Housing Commission Minutes DECEMBER 13, 2006 With a Motion made by Commissioner Smith and seconded by Commissioner Ward the minutes of September 15, October 11, and November 15, 2006 were unanimously approved. V. REPORTS AND REMARKS A. COMMISSION REPORTS Linda Ward commented on a news article published in the Desert Sun's editorial page and was pleased to see recognition was given to the City of Palm Desert for taking action to lower energy usage. 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. Janet Moore summarized the report and reported that Falcon Crest received positive comments from the City Council. A tour will be scheduled to preview the models at Falcon Crest prior to the grand opening; invitees will include members of the City Council and Housing Commission. C. RPM MONTHLY STATUS REPORTS The Monthly Status Report for October was reviewed by the Commission. D. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT Report # 1 for October was reviewed by the Commission. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS Report #2 for October was reviewed by the Commission. F HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the 2 G:\rda\Patty Leon\Housing Commission\Minutes\2006\12-13-06 .doc Housing Commission Minutes DECEMBER 13, 2006 Commission. James Conway summarized the update. Jane Turner inquired on the landscape walks and asked if they were conducted on a weekly basis. Mr. Conway replied that landscape inspections of each property are conducted weekly with RPM, Liberty Landscape as well as the recently appointed staff member from the City's Landscape Department. VI. NEW BUSINESS A. Laguna Palms Rehabilitation Project James Conway reviewed the staff report and explained that Vanir was replacing the existing consulting firm, Stantec Inc. who was unable to provide the required services for this project. Action: Motion was made by Commissioner Ward and seconded by Commissioner Smith to forward a recommendation to the Palm Desert Housing Authority Board to authorize the award of a professional services agreement to Vanir Construction Management, Inc. in the amount of $177,208 plus reimbursable expenses of $5,000 for construction management services for the exterior renovation and site improvements to be conducted at the Laguna Palms Apartments; Commissioner Leo Sullivan opposed further stating he will be opposing to all matters related to the approval of low bidders. Commissioner Leo Sullivan expressed a concern with the two projects being discussed today; Laguna Palms and Palm Village Apartments. He asked why the City awards contracts to the lowest bidder and commented that these projects have not had much success with the lowest bid contractors. He stated that it was frustrating to have a contracting firm or a contractor who can't complete a job. He mentioned that the Commission authorizes staff to recommend the award to the City Council and felt that the Commission "gets kicked in the teeth". He felt that the Commission should not be put in this position if staff has not done their homework. James Conway explained that qualification requirements are reviewed prior to award. G:\rda\Patty Leon\I lousing Commission \Minutes\2006\I2-13-06 .doc Housing Commission Minutes DECEMBER 13, 2006 Justin McCarthy stated that this particular item is for professional services and the City is not obligated under professional services to necessarily take the low bid because it's not subject to the public bidding process. In this case, the fact that it is a low bid happens to be a point of information. Vanir has the capacity to do this job based on due diligence review of their qualifications. With respect to Stantec, the Agency actually had experience with the construction manager who had worked on the Visitor Center project. Unfortunately the construction manager moved on and Stantec has not been able to back fill the position at that level. In contrast, construction contracts are obligated to abide by the state public bidding process. He mentioned the two projects that became a challenge and expressed how staff is also frustrated. In the case of Palm Village Apartments, staff felt that the contractor appeared very credible based on previous work done in the valley. He further stated that it is not that easy to disqualify a contractor if they don't have major complaints against them and how the City is obliged under the law to accept them; noting that the City Attorney may explain this matter in more detail. He concluded by stating that he hopes the construction arena will improve as the market slows down and how staff is starting to see bids closer to the engineer's estimated costs. Mr. Sullivan explained an experience he had in his previous job and how his company successfully took over a low bidders position because they did not perform; adding that his bid was higher. He expressed how he did not like what he sees due to that experience. Mr. McCarthy assured him that the instant these contractors get side tracked staff works very closely with our legal team in terms of how to manage the project from that point forward. He stated that the projects are not left unattended but are in fact receiving the appropriate consultation from a construction litigator. B. Palm Desert Housing Authority Vendor List — Amendment Janet Moore reviewed the staff report and explained that the City's purchasing ordinance authorizes the establishment of a vendor list because often times the Housing Authority properties are in need of immediate services. The list allows for response times which are much faster. The list includes companies previously dealt with as well as companies recently solicited that were either the low or second bidder. It was determined that the list be reviewed and 4 G:\rda\Patty Lcon\I lousing Commission\Minutes\2006\12-13-06 .doc Housing Commission Minutes DECEMBER 13, 2006 modified approximately twice a year. Linda Ward commented on the security services and asked if any of the security officers have any training or appearance standards. She mentioned an incident where a security officer brought an infant child on property grounds in uniform. Teresa Vakili stated she was not aware of this but appreciated the information and will address it immediately. She stated that background checks are conducted of security officers but are not personally trained by RPM Company. She noted the purpose of having numerous vendors is to provide the ability to choose an alternate company if one fails or isn't performing correctly. She further commented on how courtesy patrol services can be challenging. Ms. Ward also mentioned that she noticed there is additional security at more properties and asked the reason. Mrs. Vakili stated that it was due to a request made last year. Janet Moore also noted that since the Authority now owns 1,000 units the Authority is taking a very comprehensive view of security. Installation of security cameras will be addressed at the next budget year. Ms. Ward expressed she was pleased to see more security at the Housing Authority properties and shared how the adjacent property where she resides did not appear to look good. Action: Motion was made by Verna Smith and seconded by Linda Ward to forward a recommendation to the Palm Desert Housing Authority Board to authorize the use of named vendors for purpose of providing recurring, routine services, supplies, and maintenance to the Housing Authority properties. C. Election of Officers for the Year 2007 Janet Moore reported that member Larry Saindon has taken a position with an entity that has been determined by the City Attorney to be a conflict of interest and therefore, Mr. Saindon will not be re- appointed as a member of this Commission. Upon question of new applicants, Mrs. Moore responded that there is an interest shown in the current vacancies for various Commissions and Committees. The Council is aware of the 5 G \rda\Patty Loon\llousing Commission\Minutcs\2006\12-13-06 .doc Housing Commission Minutes DECEMBER 13, 2006 vacancies and in the process of reviewing applications in order to conduct interviews. With members of the Commission in concurrence, Jane Turner was re-elected as Chairman and Leo Sullivan was nominated as Vice - Chair. Both commissioners accepted the office to which they were elected. Action: Motion was made by Commissioner Smith and seconded by Commissioner Ward to re-elect Jane Turner as Chairman and Leo Sullivan as Vice Chair commencing January 2007 of a term of one year pending reappointments by the Council VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS At this time, Leo Sullivan asked if a new 10-Acre project is being produced along the freeway. Justin McCarthy stated that the Redevelopment Agency submitted a bid for approximately 10 acres on a parks and recreational site that has been acquired by the City. Mr. Sullivan questioned why he was not made aware of this project. Mr. McCarthy responded that the project has not been committed. Mr. Sullivan noted how once again he is hearing public information outside this Commission and not by form of newspaper, and asked why the Commission was not made aware. As informational, Janet Moore stated that the Parks and Recreational Department did a "needs assessment" of the residents of Palm Desert. The findings were overwhelming with the items that they wanted that were not being addressed. Mr. Sullivan interrupted and stated that his contention is not being informed of this project and how the Commission has gone through this for the past year. Mr. McCarthy stated that when he became aware of the City's acquisition he immediately requested that housing be considered, given the potential needs in the future Regional Housing Needs Allocation (RHNA). In terms of projects or land acquisitions that are being contemplated by the Agency, intended for 6 G:\rda\Patty Leon\Housing Commission\Minutes\2006\12-13-06 .doc Housing Commission Minutes DECEMBER 13, 2006 Housing, Mr. McCarthy advised that he has disclosed that information to this Commission. The 10-acre project is a City acquisition and has not been committed. Mr. Sullivan asked if anyone had attended the Parks and Recreation Commission meeting. The response was no. Linda Ward commented that an article was published in the Desert Sun regarding this project and how she interpreted as a Parks and Recreation project and not housing. Mr. McCarthy stated that the Redevelopment Agency consistently has an ongoing dialogue at a number of different levels with either developers and/or the City which may or may not materialize. There are also Housing Authority actions and Agency actions that are directly related with the actions of this Commission which have been and will continue to be shared with this Commission and staff has been careful to do so since sensitivity was raised on the issue. Verna Smith asked at what point should the Commission be informed of this possible acquisition. Mr. McCarthy responded that not until the City Council has made a policy on how to allocate those acres. If the decision is made that it's relevant to the activities of this Commission then it will fall within the purview of this Commission. He stated that it is out of his control if it's published in the newspaper or discussed at another committee. Mrs. Moore stated that she had attended a preliminary planning meeting that included the Youth Sports Organization, YMCA and the Coachella Valley Parks and Recreation to name a few. The purpose of the meeting was to discuss what types of parks and recreation uses would be desired on the acres and if it's a feasible project. She noted that the reason she attended the meeting was to emphasize the needs of housing. Mr. McCarthy stated that the City is engaged in many different efforts simultaneously. In his capacity as Assistant City Manager, he noted that he became aware that the City Manager was acquiring that land for park purposes. He mentioned how he prevailed upon the City Manager to consider the housing needs and has not heard a final decision. Mr. Sullivan shared his reaction when approached by someone outside of city hall regarding the 10-Acre site and how he was asked when it was going to be developed into low-income housing. He expressed he would not like to see that happen again. G \rda\Patty Leon\I lousing Commission\Minutes\2006\I2-13-06 .doc Housing Commission Minutes DECEMBER 13, 2006 It was reiterated how this particular land acquisition is outside the purview of this Commission until the Council has made a decision. Mrs. Moore noted that staff reviews proposed market housing projects that require discretionary approval by the Council in the event that there can be an affordable component within the development but that is actually a City function included in the planning of a project. A. HOUSING AUTHORITY NEWSLETTER (December) Newsletters were reviewed by the Commission. B. HABITAT FOR HUMANITY A copy of a Habitat for Humanity internet news article was provided to the Commission as informational. Janet Moore reviewed the article. She explained how lenders are preying on owners of the affordable homes in order to provide high -risk loans. She stated this has affected residents at Desert Rose. Staff is working diligently to inform residents of these concerns. C. HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program and guidelines were provided to the Commission for review. James Conway reviewed the update. The Home Improvement guidelines were provided to the Commission for a second review. Janet Moore noted that additional changes will be made based on recent activity. The guidelines may have to be approved by HUD being that the City is now an "Entitlement City". The Agency's Attorney has reviewed the guidelines. D. PALM VILLAGE APARTMENTS An update on Palm Village Apartments was provided to the Commission as well as updated pictures of the construction phase. Bryce White reported that the construction is slowly moving forward. He 8 G:\rda\Patty Leon\1 lousing Commission\Minutes\2006\12-13-06 .doc Housing Commission Minutes DECEMBER 13, 2006 provided a brief overview of the difficulties surrounding the contractor. Upon question of the completion time, Bryce White anticipated a tentative completion time of 4 to 6 weeks. Mr. White reported that the parking structure is a separate contract and in the final process of reviewing design plans. E. CATALINA GARDENS COMMUNITY ROOM An update on the Community Room was provided to the Commission. Bryce White stated that the City Attorney has authorized staff to move forward with another contractor as previously mentioned. E. Phase II 20 Acre Site Update: 1) Falcon Crest 2) La Rocca Villas An update of Falcon Crest and La Rocca Villas were provided to the Commission for review. Dave Yrigoyen reviewed the update provided. Completion of phase one homes are scheduled for March 2007 with a pre -tour of the completed models in early February. F Estonia Protocol No update was reported. Jane Turner commented that she had read recently that the City of Rancho Mirage would be making their affordable housing non-smoking. Janet Moore responded that an Ordinance is in place with respect to smoking in public locations within the City of Palm Desert limits. The City Council has not considered restricting interior personal space smoking to Mrs. Moore's knowledge. An inquiry was made of RPM with respect to the outcome of units leased by smoking tenants and found that additional steps are necessary once the tenant has moved out. In the event of any damages caused by the tenant, they are responsible for any cost. James Conway stated that California Villas is in the final stages of Phase A, which included the color application to the buildings. He encouraged Commissioners to drive -by the property. G:\rda\Patty Leon\I lousing Commission\Minutes\2006\I2-13-06 .doe Housing Commission Minutes DECEMBER 13, 2006 Mr. Conway also noted that Laguna Palms renovation project is out to bid. The bid specifications incorporated the suggestions made by Commissioner Leo Sullivan. A bid opening is scheduled for January 9, 2007. Leo Sullivan requested time -lines for this project. IX. ADJOURNMENT A. Schedule of Housing Commission meeting dates for 2007 A memo was provided to the Commission listing the Housing Commission meetings scheduled for 2007. Staff identified several meeting dates that occur after the regularly scheduled City Council meetings and in order to accommodate actions required by the Commission on the Housing Authority Agenda, staff suggests moving those meetings to the Wednesday prior. With the Commission's concurrence the meeting dates will be changed. An updated list will be provided at the next meeting. Motion was made by Leo Sullivan and seconded by Verna Smith to approve the Housing Commission meeting dates as presented in the memo. Janet Moore reported a tentative date for the 2007 Housing tour of March 23, 2007. Janet Moore asked Commissioner Leo Sullivan if he would like the City attorney present at the next meeting to address the low bid requirements of the law that we are obligated to follow. Mr. Sullivan responded no, because he believed that would just be "gobbledygook". With members of the Housing Commission concurrence Chairman Jane Turner ad j rned the meeting,t 4:53 p.m. The next meeting will be held on January 10, 2007. PATTY LEON,tECORDING SECRETARY 10 G:\rda\Patty Leon\Housing Commission\Minutes\2006\12-13-06 .doc