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HomeMy WebLinkAboutHousing Cmsn - 07-09-2014PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: SEPTEMBER 15, 2014 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held September 10th, 2014 as follows: (x) Meeting Minutes for July 9, 2014 Please submit to the Housing Authority Board. Thank you. G \HOUSING\Patty Leon\Housing Commission \Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes doc MR2.°411) BY HOUSG AUTH ON +1E-14 VERIFIED BY: 041 tiro Original on file with City Clerk's Office I-1-D (Yaw-. SPi t-1—) CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES JULY 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 Wade Tucker Joy Whitehurst Others Present: John Wohlmuth, Executive Director Jean Benson, Councilmember Liaison Janet Moore, Director of Housing Heather Buck, Project Coordinator Veronica Tapia, Management Analyst ll Patty Leon, Recording Secretary III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES Jane Turner MINUTES of the Regular Housing Commission meeting of June 11, 2014: Motion was made by Commissioner Mike Lewis to approve the minutes of the June 11th, 2014 meeting. Motion was seconded by Commissioner Wade Tucker and carried by 6-0-1 vote (AYES: Lewis, Nevares, Tucker, WhF*ehurst, and Russo; NOES: none; ABSENT: Turner). 1 Housing Commission Minutes JULY 9, 2014 V. NEW BUSINESS A. Housing Authority Rental Properties — Discussion of a Smoke -Free Policy Janet Moore stated that based on an informal survey and several discussions on whether to transition the properties to 100% smoke free communities, it was best determined to designate a percentage ranging from 70 to 100% as smoke -free units. Veronica Tapia referenced the table on page 4 and summarized the implementation timeline and procedure according to the number of units in each complex. She stated that all new construction or renovated affordable housing properties owned by the Housing Authority or City will be 100% smoke free units including Carlos Ortega Villas. Residents will be given a "Resident Acknowledgment" form to acknowledge their receipt and understanding of the new policy by signature. Ms. Tapia also referenced the "Proposed Smoke -Free Unit Breakdown" on the last page. Commissioner Robert Nevares questioned on who will pay for tenants to move into the smoking areas. Mrs. Moore stated that staff will review how the transition is proceeding at the half period of the five year implementation timeframe. Currently at the properties the transitory rate is approximately 30% at the larger properties. Mr. Nevares commented that he felt it was unfair for the non-smoking tenants to have to walk past the smoking areas currently designated at the properties such as the pool. He noted that tenants get upset now that they can only smoke in those designated areas; some feel like their losing their rights. Mrs. Moore stated that staff is trying to make it the least offensive and the least dictated, keeping in mind the City's Smoking Ordinance and promote healthy communities. She further noted that this will be a difficult process; however the policy is considered lenient compared to the HUD homes which have transitioned to 100% smoke free units. Commissioner Joy Whitehurst questioned the 5 year plan and felt it was a long period of time. Mrs. Moore stated that given the fact that some of the properties do not have a high percentage of turnovers, five years seems like a fair amount of time. 2 Housing Commission Minutes JULY 9, 2014 Commissioner Wade Tucker asked if the smoking buildings would be designated in certain areas. Mrs. Moore stated that the goal is to try to keep smoking buildings in the same area given consideration to the disparate treatment. Once the policy is adopted, all of the units that are turned over will be assigned as non- smoking until we reach these percentages. John Wohlmuth asked if the smoke free policy will be adopted as an ordinance. Mrs. Moore stated that this policy will be adopted by the Council by resolution in conjunction with the City's ordinance. Mr. Wohlmuth asked if we receive a lot of complaints about smoking at our properties; Mrs. Moore replied yes. Mr. Wohlmuth inquired on new smoking products such as electronic cigarettes and how it should be included in this policy. Mrs. Moore stated that staff can further research the electronic cigarettes and if harmful to others if the Commission desires to do so. Commissioner Natalie Russo commented that she felt this policy is accommodating to the tenants who do smoke given that at first several members of the Commission suggested 100% smoke free complexes. Commissioner Whitehurst suggested a three year plan versus a five year and then extend the policy if need to. Mrs. Moore stated that it takes more time and cost to renovate a smoking unit to a non smoking unit. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to approve a Smoke -Free Policy and further research the definition of electronic cigarette products as well as revisit the policy in 3 years. Motion was seconded by Commissioner Wade Tucker and carried by 6-0-1 vote (AYES: Lewis, Nevares, Tucker, Whitehurst, and Russo; NOES: none; ABSENT: Turner). VI. CONTINUED BUSINESS A. Carlos Ortega Villas — Optimus Construction, Inc. A new modified staff report was distributed to the Commission. 3 Housing Commission Minutes JULY 9, 2014 Heather Buck stated that at the last Housing Commission meeting, this item was continued to further review additional information received from the bidders with legal counsel prior to providing a recommendation to the Housing Authority. Staff is recommending proceeding with Optimus Construction, Inc. as the lowest responsible bidder. Councilmember Liaison Jean Benson asked if the contract precludes the contractor from asking for a change order. She felt that because all the other bids were in the 17 million base bid and with all the latest energy efficiencies upgrades, Optimus could possibly have change orders resulting an increase to the cost of the project. Mrs. Buck replied that Optimus will have to substantiate any requests for change orders. Commissioner Mike Lewis asked if ProWest's protest letter regarding the dry utilities, metal fabrication and fire detection had an impact on Optimus cost being less than the other bidders. Mrs. Buck mentioned that she received additional correspondence addressing the three concerns mentioned in the protest letter. Fire detection does not need to be listed on the contract, based on the subcontracting listing law, it was below a certain threshold. The City may require Optimus to self -perform all the work that they failed to list a subcontractor which includes the dry utilities and metal fabrication. Optimus has provided a written response confirming they are able and willing to perform those specific items. With regard to change orders, John Wohlmuth stated that the City is bound to award a contract to the lowest responsible bid. He noted that the City nas very good staff; bids are thoroughly reviewed to ensure they are within the threshold of the architect's estimate and that the contractor meets the criteria. The project manager, Heather Buck, will manage the project and make sure timing works, this should reduce the amount of change orders. He further noted that staff understands that the contractor will encounter unforeseen conditions such as excessive rain during the construction period and therefore a change order would be inevitable. Janet Moore stated that Optimus recently completed an affordable housing project known as Coral Mountain Apartment Homes in La Quinta. The City of La Quinta extended an invitation to view this new community to staff and members. Staff checked with the City of La Quinta and found they were very satisfied with Optimus as well as the architect. 4 Housing Commission Minutes JULY 9, 2014 Commissioner Wade Tucker expressed concern on how the City is mandated to award a contract to the lowest bidder without knowing the contractors background. John Wohlmuth mentioned it is a state law in a public works project over $10,000 to take the lowest responsible bid. Responsible means we do reference checks, background checks, ensure contract and bid documents are consistent, and that insurance bonds are in place. Commissioner Lewis questioned the change order amount of up to $100,000 per occurrence and suggested adding a certain date to the staff report or until the City Council resumes from their summer schedule. Mr. Wohlmuth stated that although the City Council may not meet in the summer, staff will not delay the project and therefore the City Council would then have to ratify any change orders. Janet Moore stated that the City Council have one meeting in November and December and therefore a time limit was not added to accommodate `.hose months as well. Motion was made by Commissioner Gregory Ballard to forward a recommendation to the Palm Desert Housing Authority to authorize award of Contract No. HA29410B to Optimus Construction Inc., for construction of the Carlos Ortega Villas project in an amount not to exceed $15,423,351.39. Motion was seconded by Commissioner Joy Whitehurst and carried by 6-0-1 vote (AYES: Lewis, Nevares, Tucker, Whitehurst, and Russo; NOES: none; ABSENT: Turner). VII. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore reported that invitations will be mailed out soon for the Carlos Ortega Villas groundbreaking ceremony scheduled for August 12th , 2014 at 9:00 a.m. 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 June 12th, 2014 was provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT 5 Housing Commission Minutes JULY 9, 2014 The Commission reviewed the Monthly Occupancy Status Report for May. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for May. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for May. Janet Moore reported that tenants earning less than 50% of the county median are a significant portion of our tenants. Commissioner Joy Whitehurst asked what "lower" and "moderate" meant. Mrs. Moore stated that lower income is any household that makes 80% of the average income for Riverside County is less; Riverside County's average income for a family of 4 is $65,000. Very low are those households making less than 50% of the AMI and above 80% are considered moderate income families. F HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Councilmember Liaison Jean Benson asked if tenants are able to pay rent at the leasing offices. Janet Moore replied yes, however not all the properties have a leasing office so therefore some tenants have to go to a different property to pay their rent. John Wohlmuth inquired if there are more service requests in the summer. Janet Moore replied yes but not a significant percentage. Maintenance staff tries to identify and correct any issues with the unit during inspections of smoke detectors batteries and other items which are conducted twice a year. A contractor approved by Southern California Edison is working at the properties to replace HVAC in all our communities. They have identified a significant number of HVAC at One Quail Place that are over ten years old. Per the residents of Las Serenas, it seems this contractor is doing an excellent job. G. AUTHORITY HOME IMPROVEMENT PROGRAM UPDATE 6 Housing Commission Minutes JULY 9, 2014 An update on the Home Improvement Program (HIP) was provided to the Commission for review. IX. NEXT MEETING DATE — SEPTEMBER 10TH, 2014 X. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:23 p.m. to September 10, 2014 at 3:30 p.m. , I U �vv Patty Leon, ecording Secretary 7