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HomeMy WebLinkAboutHousing Cmsn - 04-09-2014PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETARY DATE: MAY 20, 2014 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held May 14, 2014 as follows: (x) APRIL 9, 2014 Please submit to the Housing Authority Board. Thank you. GU-IOUSING\Patty Leon\Housing Commission \Miscellaneous\Memos\Memos to City Clerk HC*IAC - Minutes.doc CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES APRIL 9, 2014 I. CALL TO ORDER Natalie Russo, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Natalie Russo - Chair Gregory Ballard Mike Lewis Robert Nevares Jane Turner Wade Tucker Arlene "Joy" Whitehurst Others Present: Jean Benson, Councilmember Liaison Janet Moore, Director of Housing Jessica Gonzales, Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary Heather Buck, Project Coordinator Deborah Schwartz, Management Analyst 11 III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of March 12, 2014: Commissioner Wade Tucker moved, by Minute Motion, to approve the minutes of the March 12th, 2014 meeting. Motion was seconded by Commissioner Robert Nevares and passed 7-0. 1 Housing Commission Minutes APRIL 9, 2014 V. NEW BUSINESS A. Carlos Ortega Villas Project Heather Buck, Project Coordinator for the Carlos Ortega Villas Project ("COV"), provided a brief update. Mrs. Buck displayed renderings describing the project as a 72 unit affordable senior complex located on approximately 3.9 acres at the intersection of Avenue of the States and Washington Street. The project is designed to incorporate the latest energy efficiencies with the goal of a net -zero energy project. She summarized the staff report stating that the successor agency to the Palm Desert Redevelopment Agency will formally enter into a Reciprocal Access, Drainage and Utility Easement Agreement with the Palm Desert Country Club Villas (the adjacent community) for shared access off Avenue of the States. Staff is also asking the Council to finalize the final parcel map. The final parcel map will merge the four parcels that make up the COV project. Subsequently, the map will subdivide the northern parcel so that the eastern portion (Casey's) may be sold. Commissioner Robert Nevares inquired if the buildings will be one or two- story buildings. Mrs. Buck stated that the rental units will be one-story buildings; the community building will be the only two-story building with a manager's unit upstairs. Upon question, Mrs. Buck stated that Casey's Restaurant was acquired by the former Redevelopment Agency back in 2005 and is no longer open for business. Mrs. Buck furthered noted that staff anticipates awarding a contract in June to begin construction in July. Deborah Schwartz reported on the art aspect of the project. She mentioned that the proposed type of art piece for this project was presented to the Art in Public Places Commission ("AIPP") meeting and was accepted; it will be forwarded to the City Council before proposals are accepted. She explained that for every building/construction in Palm Desert a percentage of the construction evaluation is set aside into a fund for public art work. The art intended for this project was described as a tile mosaic mural. The artist will be mandated to work with a theme of Carlos Ortega's life and his impact on the City of Palm Desert as well as the Coachella Valley. The AIPP will select 3 artists from a request for qualification process and given an honorarium to create a formal proposal which will then be reviewed by the AIPP and Council. 2 Housing Commission Minutes APRIL 9, 2014 Commissioner Robert Nevares asked if any of the buildings exist now and if Casey's was in business. Janet Moore stated that Casey's Restaurant has relinquished their lease and are no longer in business. Staff is working on preliminary assessments on whether to tear it down or keep it. Once the parcels are divided, Casey's Restaurant will be owned by the successor agency to the Palm Desert Redevelopment Agency; and therefore, all matters concerning this property will require approval from the State of California. There is an Oversight Board that reviews all the actions with regard to successor agency properties that includes Casey's and they are then forwarded to the State for final approval. Mrs. Moore stated that this component of the project will not impact the COV project. Teresa Vakili asked if the art work would be permanent or interchangeable. Ms. Schwartz replied that the art work is intended to be permanent for at least 15 to 25 years. The artist selected will have to show a track record of creating public art projects of this scale as well as guarantee the artwork will be fabricated and installed correctly. Councilmember Liaison Jean Benson asked about a plaque in addition to the mural. Ms. Schwartz stated there will be a plaque with the mural that depicts Carlos Ortega's life. Commissioner Mike Lewis asked if the mural would be the only art installed at this project. Ms. Schwartz stated it is the first phase of artwork in the process at this time. Staff will wait for the project to be completed and determine what additional art would be appropriate and where it should be placed. Commissioner Jane Turner inquired if it was too late to revise the project to consider acquiring the adjacent lot and possibly adding 20 additional units to COV and place the fire station on the corner. Mrs. Moore replied that staff did consider acquiring the lot when the idea of adding a fire station to COV was first discussed. However, the fire station will no longer be located at this site. Mrs. Moore noted that it is too late to incorporate additional units because it was not the best use for the entire site. It was explained that that corner is extremely valuable and staff did not want to hold up the COV project. 3 Housing Commission Minutes APRIL 9, 2014 Commissioner Jane Turner moved, by Minute Motion, to forward a recommendation to the Palm Desert Housing Authority to authorize the Chair/Chairman and/or Executive Director of the successor agency to the Palm Desert Redevelopment Agency/Palm Desert Housing Authority to finalize and execute any ancillary documents required to facilitate the actions necessary for the Carlos Ortega Villas Project. Motion was seconded by Commissioner Wade Tucker and was carried by all members. B. Authorize the use of HD Supply Facilities Maintenance Jessica Gonzales summarized the staff report, stating that HD Supply is a government contracted vendor. Motion was made by Commissioner Jane Turner to move forward the recommendation to award a contract to the Housing Authority to authorize the use of HD Supply Facilities Maintenance for purchase of materials and supplies for the Palm Desert Housing Authority owned residential rental properties for FY2014/2015 in an amount not to exceed $125,000.00. Motion was seconded by Commissioner Joy Whitehurst and was carried by all members. C. Authorize the use of Home Depot U.S.A. Inc. Jessica Gonzales summarized the staff report. Motion was made by Commissioner Wade Tucker to move forward the recommendation to award a contract to the Housing Authority to authorize the use of Home Depot U.S.A. Inc. for purchase of materials and supplies for the Palm Desert Housing Authority owned residential rental properties for FY2014/2015 in an amount not to exceed $30,000.00 with the caveat to the extent possible to use Lowe's located in Palm Desert and then Home Depot. Motion was seconded by Commissioner Gregory Ballard and was carried by all members. D. Authorize the use of Lowe's Commissioner Jane Turner inquired on Home Depot's proposed amount being more than Lowe's. Ms. Gonzales replied that it depends on the type of items purchased and last's years expenditures. 4 Housing Commission Minutes APRIL 9, 2014 Janet Moore stated that the amounts for Home Depot and Lowes may be adjusted to reflect the same amounts for both vendors if the Commission chooses to do so. Commissioner Joy Whitehurst recommended changing the amounts to be the same for both vendors. With the Commissions concurrence, Lowe's amount will be increased to $30,000.00 Motion was made by Commissioner Wade Tucker to move forward the recommendation to award a contract to the Housing Authority to authorize the use of Lowe's for purchase of materials and supplies for the Palm Desert Housing Authority owned residential rental properties for FY2014/2015 in an amount not to exceed $30,000.00. Motion was seconded by Commissioner Joy Whitehurst and was carried by all members. VI. CONTINUED BUSINESS A. Receive and File the approved staff report from the Housing Authority Board meeting of March 27, 2014: 1) Declare Liberty Landscape, Inc. Bid Non Responsive and Award Contract No. C33200 for the 2014 Citywide Tree Pruning Program to West Coast Arborists, Inc., of Grand Terrace, California, in the amount of $106,392. Janet Moore summarized the staff report. Motion was made by Commissioner Wade Tucker to receive and file the approved staff report from the Housing Authority Board meeting of March 27, 2014: 1) Declare Liberty Landscape, Inc. Bid Non Responsive and Award Contract No. C33200 for the 2014 Citywide Tree Pruning Program to West Coast Arborists, Inc., of Grand Terrace, California, in the amount of $106,392. Motion was seconded by Commissioner Joy Whitehurst; Motion was carried by all members. VII. REPORTS AND REMARKS A. COMMISSION REPORTS Commissioner Mike Lewis commented on the funds used for art in public places and asked a mosaic mural would be the only art piece at COV. 5 Housing Commission Minutes APRIL 9, 2014 Janet Moore stated that the cost of construction has not been finalized to determine the percentage set aside for art work. At this time, Ms. Schwartz is taking an estimate to be approximately $30,000.00 plus honorarium. The fee might be more but at this time staff wanted to ensure a mural was incorporated as a part of the construction phase of the project. There might be additional art work later that might be on the medians; however, it has not been determined at this time. Public Works is looking at a traffic circle on Avenue of the States so there may be a different component with respect to art. It was explained that the art fee is calculated to be 1% times the construction cost and is not necessarily intended toward the project itself but to enhance art throughout the City and bring awareness to the communities with respect to art. In this case we have requested that part of the fee be used on site. B. SUMMARY OF CITY COUNCIL, SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY, AND HOUSING AUTHORITY AGENDA ITEMS Jessica Gonzales summarized the memo provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for February. Commissioner Jane Turner referenced the vacant units at Desert Pointe. Mrs. Vakili stated there are 2 units that have been down for a while; however, staff is getting ready to go out to bid and will address the down units community by community. These projects are subject to prevailing wage. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for February. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements February. Commissioner Natalie Russo referenced the Total Operating Income for Neighbors and questioned the negative amount in the "Other" category. 6 Housing Commission Minutes APRIL 9, 2014 Teresa Vakili stated that the "Other" category groups together employee units, late & non sufficient fees, and section 8. F HOUSING AUTHORITY PROPERTIES UPDATE Teresa Vakili summarized the report, stating over 100 units at Las Serenas qualified for the Edison Energy Saving Assistance Program. Commissioner Wade Tucker commented that several of the tenants at Las Serenas received a "do not pay/credit" billing statement from Edison. Janet Moore asked both Commissioner Tucker and Nevares to provide a copy of their Edison statement to the property manager for review. Mrs. Vakili referenced the total number of service requests and stated that the properties average approximately 450 service request a month. Service requests are addressed within 24 hours or same day. Annual inspections are conducted twice a year that includes battery checks on smoke detectors, change AC filters, check for leaks, etc. Commissioner Joy Whitehurst asked on the number of maintenance crew. Mrs. Vakili stated that there are a total of 25 maintenance staff members that include maintenance technicians, grounds men as well as housekeepers. G. AGENCY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. The program will be advertised in the City's Brightside newsletter. Commissioner Mike Lewis asked if the program was based on qualifying income. Mrs. Moore replied yes; funds are used from the Community Development Block Grants (CDBG) that restricts recipient incomes up to 80% of the county median. IX. NEXT MEETING DATE — May 14, 2014 A revised schedule of Housing Commission meeting dates for 2014 was provided to the Commission. 7 Housing Commission Minutes APRIL 9, 2014 The meeting of May 7, 2014 was moved back to its regularly scheduled meeting day of May 14, 2014. Janet Moore stated that the current landscape company offered to extend their contract for an additional year, however, the landscape company made an additional request with respect to the State's action of raising the minimum wage which impacted some the prevailing wages that were being paid. After further discussion with legal counsel, staff was not able to accommodate their request and therefore the landscape company declined to continue their contract. Staff will advertise in the newspaper to go out to bid for landscape services and will need approvals from both the Housing Commission and Housing Authority Board in a timely manner to award a contract by June. Motion was made to change the meeting of May 7, 2014 back to its regularly scheduled meeting of May 14, 2014. X. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:20 p.m. to May 14, 2014 at 3:30 p.m. Tat ty Leon, F ecording Secretary 8