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HomeMy WebLinkAboutHousing Cmsn - 06-11-2014PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: JULY 10, 2014 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held July 09, 2014 as follows: (x) JUNE 11, 2014 Please submit to the Housing Authority Board. Thank you. G \HOUSING\Patty Leon\Housing Commission \Miscellaneous\Memos\Memos to City Clerk HCU-IAC - Minutes doc CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES JUNE 11, 2014 I. CALL TO ORDER Jane Turner, Housing Commission Vice -Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Natalie Russo — Chair Mike Lewis Robert Nevares Jane Turner Wade Tucker Arlene "Joy" Whitehurst Others Present: John Wohlmuth, Executive Director Jean Benson, Councilmember Liaison Janet Moore, Director of Housing Heather Buck, Project Coordinator Teresa Vakili, RPM Company Patty Leon, Recording Secretary ID. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES Gregory Ballard MINUTES of the Regular Housing Commission meeting of May 14, 2014: Motion was made by Commissioner Wade Tucker to approve the minutes of the April 9th, 2014 meeting. Motion was seconded by Commissioner Joy Whitehurst and carried by 7-0 vote (AYES: Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none; ABSENT: Ballard and Russo). 1 Housing Commission Minutes JUNE 11, 2014 V. NEW BUSINESS A. Carlos Ortega Villas — Interactive Design Corporation "IDC" Heather Buck summarized the staff report and offered to answer any questions. Commissioner Wade Tucker asked if the cost associated with Interactive Design had been approved before. Janet Moore stated that the cost is included in the overall budget for the Carlos Ortega Villas project that was approved for Fiscal year 2013/2014. Mrs. Buck explained that there is an existing contract with Interactive Design for architectural services relative to the design. Staff is recommending approval for a separate contract with IDC to provide construction administration services for this project. Motion was made by Commissioner Wade Tucker to forward a recommendation to the Palm Desert Housing Authority to authorize the award of Contract No. HA29410E for construction administration services for the Carlos Ortega Villas project to Interactive Design Corporation in the amount of $67,700. Motion was seconded by Commissioner Joy Whitehurst and carried by 5-0-2 vote (AYES: Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none; ABSENT: Ballard and Russo). B. Carlos Ortega Villas — MSA Consulting, Inc. Heather Buck summarized the staff report and offered to answer any questions. Upon question of the actual services involved, Executive Director, John Wohlmuth explained that these specialized services are related to the construction process of the project to ensure things are where they should be. (For example stake out reference points and markers that will guide the construction of new structures) Motion was made by Commissioner Mike Lewis to forward the recommendation to the Palm Desert Housing Authority to authorize the award of Contract No. HA29410D for construction staking services for the Carlos Ortega Villas Project to MSA Consulting Inc., in the amount of $134,400.00. Motion was seconded by Commissioner Wade Tucker and carried by 5-0-2 vote (AYES: Lewis, Nevares, 2 Housing Commission Minutes JUNE 11, 2014 Tucker, Whitehurst, and Turner; NOES: none; ABSENT: Ballard and Russo). At this time, Vice -Chair Jane Turner turned the meeting over to Chair Natalie Russo who has just joined the meeting. C. Carlos Ortega Villas — Southern California Soil & Testing, Inc. Heather Buck summarized the staff report and offered to answer any questions. Mrs. Buck noted that the Company is based out of San Diego with a local office in Indio as well. Motion was made by Commissioner Jane Turner to forward the recommendation to the Palm Desert Housing Authority to authorize the award of Contract No. HA29410C to Southern California Soil & Testing, Inc. San Diego, California, for materials testing and special inspection services for Carlos Ortega Villas project in an amount not to exceed $197,708.00. Motion was seconded by Commissioner Mike Lewis and carried by 6-0-1 vote (AYES: Lewis, Nevares, Tucker, Turner, Whitehurst, and Russo; NOES: none; ABSENT: Ballard). D. Carlos Ortega Villas — Optimus Construction, Inc. Staff asked the Commission to continue this item for further review of the bids, adding there was some inaccuracies with Optimus bid. Bids are currently being reviewed by the City Attorney. Janet Moore stated that due to the acceleration of the construction process the City Manager asked that this item be forwarded to the City Council and Housing Authority Board meeting of June 26th then bring it back to this Commission as a receive and file item. Commissioner Mike Lewis asked if the construction included streets, lights, sewers, walls, buildings, landscaping etc. Mrs. Buck replied yes. Motion was made by Commissioner Wade Tucker to continue the award of Contract No. HA29410B for construction of the Carlos Ortega Villas project. Motion was seconded by Commissioner Jane Turner and carried by 6-0-1 vote (AYES: Lewis, Nevares, Tucker, Turner, Whitehurst, and Russo; NOES: none; ABSENT: Ballard). Motion was seconded by Commissioner Mike Lewis and carried by 6- 0-1 vote (AYES: Lewis, Nevares, Tucker, Turner, Whitehurst, and Russo; NOES: none; ABSENT: Ballard). 3 Housing Commission Minutes JUNE 11, 2014 E. Palm Desert Housing Authority Rental Properties — Liberty Landscape Janet Moore reviewed the staff report, stating that Liberty Landscape has previously maintained the properties and was considered one of the best. Motion was made by Commissioner Wade Tucker to forward the recommendation to the Palm Desert Housing Authority to authorize the award of Contract No. HA33480 to Liberty Landscaping, Inc. in the amount of $293,000.00 for annual landscape maintenance services at (13) Housing Authority Properties. Motion was seconded by Commissioner Joy Whitehurst and carried by 6-0-1 vote (AYES: Lewis, Nevares, Tucker, Turner, Whitehurst, and Russo; NOES: none; ABSENT: Ballard). F. Palm Desert Housing Authority Rental Properties - Vendor List Janet Moore reviewed the staff report, stating that the Vendor List is reviewed annually by RPM staff to ensure pricing is consistent with the market for our economies of scale. Executive Director John Wohlmuth added that the list was established to assist RPM with day to day matters such as broken AC units without having to deal with paperwork delay. Commissioner Jane Turner inquired on the rows highlighted in green. Teresa Vakili replied those vendors highlighted in green are new vendors on the list. Motion was made by Commissioner Wade Tucker to forward the recommendation to the Palm Desert Housing Authority to authorize the use of named vendors for purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority owned residential rental properties effective July 1, 2014. Motion was seconded by Commissioner Mike Lewis and carried by 6- 0-1 vote (AYES: Lewis, Nevares, Tucker, Turner, Whitehurst, and Russo; NOES: none; ABSENT: Ballard). VI. CONTINUED BUSINESS VII. REPORTS AND REMARKS A. COMMISSION REPORTS 4 Housing Commission Minutes JUNE 11, 2014 Janet Moore reported that a groundbreaking ceremony is tentatively scheduled at the end of July; notices will be sent out. Commissioner Wade Tucker inquired if a construction company would be awarded by that time. Mrs. Moore replied that the City Attorney is reviewing the bids and 20nticipates awarding a contract at the next City Council meeting of June Executive Director John Wohlmuth commented that the objective for the groundbreaking ceremony is to have the contractor, the architect, city staff, City Council members, and Housing Commission members present. B. SUMMARY OF CITY COUNCIL, SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY AGENDA ITEMS A memo summarizing the approved action items from the City Council meeting of May 22, 2014 was provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for April. Teresa Vakili reported that since July 1, 2013 to date there has been 199 move -ins, 182 move -outs, and 849 re -certifications. Executive Director, John Wohlmuth asked Teresa Vakili if there was an increase to the waiting list at the properties due to the economy getting better. Mrs. Vakili responded that the properties continue to maintain a 97% occupancy level and 92% of the occupants' income levels are below 80% of the area median income. She noted she has not noticed a difference in the waiting lists. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for April. 5 Housing Commission Minutes JUNE 11, 2014 E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements April. Commissioner Mike Lewis inquired on the negative amounts shown on the report. Teresa Vakili referenced page 3 of the report "Total Operating Income", section c "Other" denotes a negative number at Desert Pointe. She explained that the negative amount consists of Section 8 credits, employee unit, and/or delinquencies. F. HOUSING AUTHORITY PROPERTIES UPDATE Commissioner Joy Whitehurst inquired on the new front door installed at a unit at Catalina Gardens. Teresa Vakili replied that the tenant occupying this particular unit complained about noise, sound, light, and air coming from a gap between the door jam and door. Maintenance staff attempted to adjust the door but was unsuccessful, therefore the door was replaced. Commissioner Mike Lewis asked if replacing the door solved the problem. Ms. Vakili replied yes, however the tenant also complained about the air conditioning unit being too close to his unit and has asked that we relocate the NC unit. The tenant has been moved once before due to noise and shaking vibration of an A/C unit at another property. Commissioner Lewis inquired on the number of overall service requests. Ms. Vakili stated that service requests include broken screens, leaky faucets, broken garbage disposals, etc. which are typically addressed within 24 hours. She noted that the service requests are separate than the items listed on the monthly report that include major projects such as capital projects, dumpster on fire, etc. G. AUTHORITY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. Janet Moore reported that the Program was recently published in the City's BrightSide which is why an increase in the number of inquiries for this month. Mrs. Moore also added that interest rates went down on 30 year mortgages and 6 Housing Commission Minutes JUNE 11, 2014 a lot of the homeowners including those at Desert Rose and Falcon Crest inquired on refinancing. Discussion ensued regarding the Program's limited assistance to those with emergency situations and life safety issues only. IX. NEXT MEETING DATE — JULY 9TH, 2014 X. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:15 p.m. to July 9, 2014 at 3:30 p.m. qt-th -\.e(5)LD Patty Leon, Atecording Secretary .�pfz ou CRY HOUbG AUTN ON IE r�� VERIFIED BY: ,Oh�`,� Original on file' with f Y s O V