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HomeMy WebLinkAboutHOUSG CMSN - 11/07/07..7.12"g PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: DECEMBER 13, 2007 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the Housing Commission meeting held November 7, 2007: ➢ November 7, 2007 Please submit to the Housing Authority Board. 4 HOUSG AUTH Thank you. ON / � D— o VERIFIED BY: 1 M7 Original on file with Cit y Clerk's Office cc: Carlos L. Ortega, Executive Director CITY OF PALM DESERT HOUSING COMMISSION MINUTES NOVEMBER 7, 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 Natalie Russo Linda Ward Verna Smith Also Present: Justin McCarthy, ACM for Redevelopment Dave Yrigoyen, Director of Redevelopment Janet Moore, Director of Housing Martin Alvarez, Redevelopment Manager Jessica Gonzales, Management Analyst James Conway, Project Coordinator Patty Leon, Recording Secretary Guest(s): Bob Such, Potential Housing Commissioner III. ORAL COMMUNICATIONS IV. CONSENT CALENDAR A. MINUTES of the Regular Housing Commission meeting of October 10, 2007 Housing Commission Minutes NOVEMBER 7, 2007 With a Motion made by Commissioner Sullivan and seconded by Commissioner Smith, the minutes were unanimously approved. V. REPORTS AND REMARKS A. Commission Reports B. RPM Monthly Status Reports The Commission reviewed the Monthly Status Report for September. Leo Sullivan asked on a time frame of when the properties under construction would be occupied. Janet Moore replied that Laguna Palms will probably take the longest to occupy, with the exception of the remaining 21-units at California Villas, but anticipated full occupancy by midyear next year. Country Village is anticipated that a best case scenario would be a five-year project. The project will include relocation, engineering for the entire site, design, and construction. She noted that a fire station will also be constructed on the site as a cooperative project with the County, which often have different time -lines than the City. Mr. Sullivan asked if the fire station can be separately constructed to avoid a delay with the construction of the apartment complex. Mrs. Moore replied yes, however we will have to sub -divide that portion of the site which will require that the County provides for and ensures all the specifications are adequate for their equipment. She explained some of the items to consider such as the entrance to the fire station, turn -a -rounds, direction of bays, whether or not it's appropriate to share a drive -way which might require a preliminary design with regard to our property, and still keeping within their radiuses. Once a decision is made on how much land they will need, the Agency will be able to move forward. The City will own the land where the fire station will be built. Justin McCarthy stated that there is a possibility that the Agency may actually build the fire station on behalf of the County. C. REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT 2 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\11-7-07.doc Housing Commission Minutes NOVEMBER 7, 2007 The Commission reviewed the Monthly Occupancy and Average Rent Statement for September. D. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for September. Jane Turner asked for clarification on the negative figures under Net Operating Income Per Occupied Unit. Janet Moore stated that there are reserves available in the Housing Authority set aside funds from previous years. The properties currently under construction are being funded by a replacement reserve fund set aside for long term projects. In the event those reserves are exhausted we then use Housing's 20% set -aside. Ms. Turner inquired if the properties were ever going to break even, considering the restricting of the rent schedule. Justin McCarthy stated that the only way we could break even was to build up our inventory in excess of what is required for low and very low and start renting units at market or moderate. However, the Authority is required by a court mandated order to provide affordable rents and therefore it is typical and not expected for the properties to be subsidized on an ongoing basis. E. HOUSING AUTHORITY PROPERTIES UPDATE (JAMES) An update on the Housing Authority properties was provided to the Commission. James Conway reviewed the update and distributed pictures of the ongoing construction at Laguna Palms. Verna Smith asked if the work being requested in the change orders for discussion under New Business had already started. Mr. Conway replied no since the staff reports are awaiting approval from the City Council, contingent upon the Commission's recommendation. Leo Sullivan stated that even though the staff reports are on the City Council's agenda for tomorrow what would happen if the Commission rejected the recommendations. 3 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\11-7-07.doc Housing Commission Minutes NOVEMBER 7, 2007 Justin McCarthy replied that staff would convey the Commission's decision to the Council and ask for direction. Mr. Sullivan inquired on the flooring change out of the laundry room at Las Serenas. Mr. Conway replied that it has been approximately four years since the flooring has been upgraded. Due to wear and tear, proposals are being requested at this time to review pricing on whether or not a decision can be made to replace the flooring. Janet Moore stated that a schedule is maintained on items that need to be upgraded from repetitive use at the rental properties. She noted that staff is trying to be proactive and monitor the wear and tear of these items before there is a trip hazard or an issue that would cause concern. NEW BUSINESS A. Laguna Palms — Change Order No. 4 Rec: By Minute Motion: Action: Motion was made by Commissioner Sullivan and seconded by Commissioner Smith to forward a recommendation to the Palm Desert Housing Authority Board to approve Change Order No. 4 to Contract No. HA 25760 (Portrait Homes, Inc.) in the amount of $115,774.31 for building, plumbing, and miscellaneous rehabilitation for the Housing Authority property known as Laguna Palms. Martin Alvarez reviewed the staff report highlighting the major items of modification. He displayed a rendering of Laguna Palms and depicted the improvements recommended on the south perimeter wall. He stated that a credit was received as part of Change Order No. 1 to build a new block wall; however, a new scope of work was prepared in the amount of $68,607 that will incorporate lower planter walls and a new system called a 3D panel which is a light weight foam chalk that will allow the height to be increased without building a brand new wall. Also mentioned were the improvements and upgrades to the existing pool, sidewalks, and counter tops. 4 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\11-7-07.doc Housing Commission Minutes NOVEMBER 7, 2007 Upon question, it was noted that the budget would not be increased. A correction was made to the third page of the staff report with regard to the height of the wall to be 180 lineal feet. Commission expressed that they appreciated the Unit Cost Comparison Report provided as part of the staff report. Mr. Alvarez informed the Commission of the structural issues with the 6 foot block wall at the easterly boundary of Laguna Palms property, built as part of the adjacent property. The wall was visually inspected and it appears that there is some instability in the way it was constructed. The wall slumps down and the cells that allow for the steel to come up and down are not fully encased with concrete. He noted that he did not feel comfortable with the conditions of the wall. An investigation is taking place with regard to the cost of having the existing contractor either provide improvements based on structural engineer recommendations or redo the wall to eliminate the safety issues. Leo Sullivan asked on the depth of the footings. Mr. Alvarez stated that it was built to current code approximately 13 years ago. The plan is to have a structural engineer analyze the footings and the conditions of the construction. Based on the results, staff will take the best approach on whether to replace or retrofit the wall. It was noted that this project would be completely outside of the existing contract. Suggestions were made to possibly use the existing contractor since he is currently working on the site. He mentioned that the west wall is brand new. Janet Moore referenced the tot lot illustrated on the rendering for Laguna Palms and stated that the tot lot is not included in the scope of work with the existing contractor. The playground equipment has to have the appropriate fall zones and flooring recommendations, etc. Staff will contact the Parks and Rec. Department and utilize their resources with respect to the bidding process when we decide to proceed. B. Laguna Palms — Amendment No. 1 Rec: By Minute Motion: Action: Motion was made by Commissioner Smith and seconded by Commissioner Ward to forward a recommendation to the Palm Desert Housing Authority Board to approve Contract Amendment No. 1 in the amount of $34,855.00 to Vanir Construction Management, Inc., (Contract No. HA 25760A) for continued 5 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\11-7-07.doc Housing Commission Minutes NOVEMBER 7, 2007 construction management services for the Laguna Palms renovation project. Martin reviewed the staff report. He stated that the amendment to Vanir Construction Management's Contract will allow Vanir to continue through the project's closeout due to the recent change orders encountered. The structural issue on the two story building, which has caused a delay, is expected to be completed by the end of January. VII. CONTINUED BUSINESS VIII. INFORMATIONAL ITEMS A. HOUSING AUTHORITY NEWSLETTER (November) Newsletters were reviewed by the Commission. Verna Smith referenced an insert in one of the newsletters with regard to emergency preparation and asked why it was not in all of the newsletters. Janet Moore stated that the property managers cycle through the notices and at one point have circulated the emergency preparation to all properties. Linda Ward commented on the new grocery service provided by Desert Samaritans to residents of Las Serenas. She stated that the program is very useful especially to those residents who are immobile. Ms. Ward mentioned that she read an article in the Desert Sun with regard to a neighboring city who met on the general plan and how it stated that they will include affordable housing but will not necessarily build it. She felt the article was humorous and complimented the City of Palm Desert. B. AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. James Conway reviewed the update. Janet Moore stated that the Brightside published an article with regard to the Home Improvement Program and noted the high response to the program. 6 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\11-7-07.doc Housing Commission Minutes NOVEMBER 7, 2007 Verna Smith mentioned that she provided a copy of the Brightside to the Manager at Palm Desert Greens who was interested in the program. C. Phase II 20-Acre Site Update: Falcon Crest La Rocca Villas Martin Alvarez summarized the update provided by Cathy Walker. The invitation to the dedication for La Rocca Villas was provided to the Housing Commission as part of their packet. Janet Moore stated that the Commissioners' invitations were mailed subsequent to a correction made to the directions; new directions were provided to the Commission. Verna Smith mentioned that she met a prospective buyer who was awaiting approval for a home at Falcon Crest and had expressed she was very excited and appreciative of the City's program. Mrs. Smith indicated it made her very proud to hear that. Leo Sullivan inquired on the status of Mr. Bob Such's appointment to the Commission. Janet Moore stated that the Commission's request was forwarded to the City Council and applications are reviewed based on their schedules. The applications timeframe for all vacancies to committees and commissions is November. Mr. Such's application may be included in the processing of those applications for ease in scheduling with the Council. Mr. Sullivan expressed concern with regard to the attendance of the Commissioners in the summer and felt that it would be a concern during the holiday season. He emphasized on the Council to address this matter. Mrs. Moore reiterated that the request was forwarded to the City Council. ADJOURNMENT With members of the Housing Commission concurrence Chairman Jane Turner urned the meeting at 4:08 p.m. to December 12, 2007. V U Patty Leon, Rbcording Secretary 7 G:\RDA\Patty Leon\Housing Commission\Minutes\2007\11-7-07.doc