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Home My WebLink AboutPrelim - HA- 03-27-2014 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, MARCH 27, 2014 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Tanner convened the meeting at 3:00 p.m. II. ROLL CALL Present: Member Jean M. Benson Member Jan C. Harnik Member Robert A. Spiegel Vice Chairman Susan Marie Weber Chairman Van G. Tanner Also Present: John M. Wohlmuth, Executive Director David J. Erwin, City Attorney Robert W. Hargreaves, Assistant City Attorney Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Lauri Aylaian, Director of Community Development Martin Alvarez, Director of Economic Development Paul S. Gibson, Director of Finance/City Treasurer Frankie Riddle, Director of Special Programs Bo Chen, City Engineer Jessica Gonzales, Housing Department Management Analyst Casey Hartman, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Bill Sullivan, Asst. Chief, Palm Desert Police/Riverside Co. Sheriffs Department Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION None With Authority Board concurrence, Chairman Tanner adjourned the meeting to Closed Session of the City Council at 3:01 p.m. He reconvened the meeting at 4:00 p.m. PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 27, 2014 IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of March 13, 2014. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE AUTHORITY TREASURY - Warrant Nos. 174-Housing, 177-Housing, 188-Housing, 189HA, 175HAF, 184HAF, and 190HAF. Rec: Approve as presented. C. HOUSING COMMISSION MINUTES for the Meeting of January 8, 2014. Rec: Receive and file. On a motion by Spiegel, second by Weber, and 5-0 vote of the Authority Board (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None), the Consent Calendar was approved as presented. VI. CONSENT ITEMS HELD OVER None VII. RESOLUTIONS None VIII. NEW BUSINESS A. REQUEST FOR AWARD OF CONTRACT TO ANDY'S LANDSCAPE & TREE SERVICE, INC., IN THE AMOUNT OF $67,008.80 FOR THE 2014 CITYWIDE PALM TREE PRUNING PROGRAM (CONTRACT NO. C33290, PROJECT NO.931-14)(JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Landscape Manager Spencer Knight reported the subject contract represented the City's yearly palm tree pruning project, same as it's been 2 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 27, 2014 doing for many years. He added that Andy's has worked with the City in previous years and is expected to perform as he's done in the past. Councilman/Member Spiegel noted that Andy's provided the lowest bid, is a Palm Desert business, and moved to, by Minute Motion: 1)Award subject contract for the 2014 Citywide Palm Tree Pruning Program to Andy's Landscape & Tree Service, Inc., Palm Desert, California, in the total amount of $67,008.80 (City - $59,947.20; Housing Authority- $7,061.60); 2)authorize the Director of Finance to set aside an additional 10% contingency in the total amount of $6,700.88 (City - $5,994.72; Housing Authority - $706.16); 3)authorize the Mayor/Chairman to execute the agreement—funds are available for the portion of the contract relative to the City and Assessment Districts in Parks & Recreation Account Nos. 110-4610-453-3320, 110-4611-453-3320, 110-4610-453-3371, and Repair/Maintenance Medians Account No. 110-4614-453-3370, and Assessment District Fund 200 Accounts; for the Housing Authority, funds are set aside in the FY 2013- 2014 and proposed FY 2014-2015 Housing Authority Operating Budgets for this purpose. Motion was seconded by Weber and carried by 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). B. REQUEST FOR APPROVAL OF AN AMENDMENT TO THE PROCEDURE FOR SETTING AND IMPLEMENTING HOUSING AUTHORITY RENTAL RATES. Ms. Gonzales explained that the subject request will amend the procedure for setting and implementing rental rates annually for the Palm Desert Housing Authority-owned and operated affordable rental units. She said after the 2013 Rental Rates were implemented, staff found there were several factors that impacted tenants by causing substantial increase in their rents. Affected tenants were primarily households of about 65% of AMI (Area Median Income), which are those with annual incomes between $29,500 and $45,600, depending on household size. In order to allow annual adjustments due to unforeseeable market conditions and median income changes, staff amended the rent-setting policy to include additional options for the Executive Director to set and adjust at the Authority's Market Rent and establish a reasonable implementation plan for the rental increases when necessary. She added that the Housing Commission reviewed the matter and recommended approval at its regular meeting of March 12. She offered to answer questions. Member Spiegel moved to: 1) Waive further reading and adopt Housing Authority Resolution No. HA-62, rescinding Resolution No. HA-51 and amending the procedure for setting and implementing rental rates; 2) by Minute Motion, authorize the Executive Director to take any other action which he deems necessary to facilitate, modify, establish, and implement annual rent increases so long as such action is not inconsistent with the procedures in the aforementioned Resolution. Motion was seconded by Weber and carried by 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). 3 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 27, 2014 IX. CONTINUED BUSINESS None X. OLD BUSINESS A. REQUEST FOR AWARD OF CONTRACT TO WEST COAST ARBORISTS, INC., IN THE AMOUNT OF $106,392 FOR THE 2014 CITYWIDE TREE PRUNING PROGRAM (CONTRACT NO. C33200, PROJECT NO. 932-14) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Landscape Manager Spencer Knight noted this contract represented the City's annual broad-leaf tree pruning project. He added that the project had been before Council at its February 27 meeting;there were some issues with the bids not being done correctly, it was re-bid, and these were the results. He said here, again, the low bidder's references didn't meet the criteria put forth in the specifications for the project, so staff was recommending rejection of it and awarding the second lowest bid. Responding to question about the discrepancy between the lowest and second lowest bids, he said this was often the case, particularly in landscape work. He noted one of the dynamics encountered frequently is someone coming in that hasn't done City work, is trying to gain that experience, and therefore, comes in with a relatively low bid. Councilmember/Member Harnik moved to, by Minute Motion: 1) Declare the bid received from Liberty Landscaping, Inc., as non-responsive; 2) award subject contract for the 2014 Citywide Tree Pruning Program to West Coast Arborists, Inc., Grand Terrace, California, in the total amount of$106,392 (City - $76,736; Housing Authority- $29,656); 3)authorize the Director of Finance to set aside an additional 10%contingency in the total amount of$10,639.20 (City- $7,673.60; Housing Authority - $2,965.60); 4) authorize the Mayor/Chairman to execute the agreement — funds are available for the portion of the contract relative to the City and Assessment Districts in Parks & Recreation Account Nos. 110-4610-453-3320, 110-4611-453-3320, 110-4610-453-3371, and in Repair/Maintenance Medians Account No. 110-4614-453-3370, and Assessment District Fund 200 Accounts; for the Housing Authority, funds are set aside in the FY 2013-2014 and proposed FY 2014-2015 Housing Authority Operating Budgets for this purpose. Motion was seconded by Weber and carried by 5-0 vote (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None). XI. PUBLIC HEARINGS None 4 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 27, 2014 XII . REPORTS, REMARKS,AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR Mr. Wohlmuth noted that in Section VIII - New Business, Item B, above, Member Spiegel moved "...to adopt Resolution No. HA-62," and asked if it was also his intent, and that of Vice Chairman Weber as the second, to include the second enumerated recommendation that was listed on the agenda: "To allow the Executive Director to take any other action which he deems necessary to facilitate, modify, establish, and implement annual rent increases so long as such action is not inconsistent with the procedures in said Resolution." Member Spiegel and Vice Chairman Weber both responded that it was their intent to move for approval of the entirety of the staff recommendation appearing on the agenda. (Please see the complete action with New Business Item B, above.) B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT On a motion by Spiegel, second by Weber, and 5-0 vote of the Authority Board (AYES: Benson, Harnik, Spiegel, Weber, and Tanner; NOES: None), Chairman Tanner adjourned the meeting at 4:41 p.m. VAN G. TANNER, CHAIRMAN ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY 5