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Home My WebLink AboutPrelim - HA - 11/12/2015 DRAFT PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, NOVEMBER 12, 2015 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Weber convened the meeting at 3:04 p.m. II. ROLL CALL Present: Member Jan C. Harnik Member Sabby Jonathan Vice Chairman Robert A. Spiegel Member Van G. Tanner Chairman Susan Marie Weber Also Present: John M. Wohlmuth, Executive Director Robert W. Hargreaves, City Attorney Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Tony Bagato, Acting Director of Community Development Martin Alvarez, Director of Economic Development Paul S. Gibson, Director of Finance/City Treasurer Janet M. Moore, Director of Housing Mark Greenwood, Director of Public Works Frankie Riddle, Director of Special Programs Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Dan Talbot, Division Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire John Cortez, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Susan Trevino, Chief, Palm Desert Police/Riverside Co. Sheriff's Department Bill Sullivan, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Department Grace L. Mendoza, Deputy City Clerk PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 12, 2015 III. ADJOURN TO CLOSED SESSION Request for Closed Session: None With Authority Board concurrence, Chairman Weber adjourned the meeting to Closed Session of the City Council at 3:05 p.m. She reconvened the meeting at 4:03 p.m. 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 October 8, 2015. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 10/2/2015, 10/9/2015, 10/16/2015-10/31/2015, 10/23/2015, and 10/30/2015(Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. REQUEST FOR APPROVAL of Change Order No. 14 to Contract No. HA29410B — Construction of the Carlos Ortega Villas (Project No. 825-11). Rec: By Minute Motion: 1) Approve Change Order No. 14 in the total amount of $13,454.35 to the subject contract with Optimus Construction, Inc., Glendale, California; 2) authorize the transfer of $13,454.35 from contingency to base for the contract; 3) authorize a 33-calendar-day extension to the contract (excluding City-observed holidays), which will revise the contract completion date to December 21, 2015; 4)authorize Chairman to execute Change Order No. 14 —funds are available in Account Nos. 8718691-4400100 and 7038691-4400100 - Capital Improvements for this purpose. Upon a motion by Spiegel, second by Harnik, and 5-0 vote of the Authority Board (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None), the Consent Calendar was approved as presented. 2 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 12, 2015 VI. CONSENT ITEMS HELD OVER None VII. RESOLUTIONS None VIII. NEW BUSINESS A. REQUEST FOR APPROVAL OF DOWN PAYMENT ASSISTANCE LOANS FROM ANY AVAILABLE FUNDING SOURCE RESTRICTED FOR THIS PURPOSE IN AN AMOUNT NECESSARY TO SECURE AN AFFORDABLE HOUSING COST ASSOCIATED WITH A DIRECT SALE IN DESERT ROSE — 43755 KELSEY COURT (APN 634-241-034) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Ms. Moore said this was a direct sale where the buyer needs a certain portion of their down payment as a subsidy. She said this was a 30-year loan, and because it's a direct sale, the Agency did not have to participate, with the exception of the down payment assistance. She noted this was a foreclosure that will be coming back into the program, which made her very happy. Responding to question, she confirmed the buyer qualified for low-income housing. Mayor Pro Tem Spiegel/Vice Chairman moved to, by Minute Motion: 1) Approve a silent down payment assistance loan associated with a direct sale in Desert Rose, not to exceed 40% of a sales price of$131,750 to ensure an affordable housing cost pursuant to California Health & Safety Code Section 50052.5, for a qualified low- or moderate- income household from any available funding source restricted for such purpose(Low and Moderate Income Housing Asset Fund, BEGIN Fund,and Housing Mitigation); 2)authorize use of the Desert Rose Sales Program and documents, including the restrictive covenant and loan documents for the applicable funding source, and authorize the Mayorto execute; 3) authorize the Director of Finance to draw monies from the relative funds to facilitate the transaction; 4)authorize the Authority Chairman and/or the Authority's Executive Director, or his designee, to finalize and execute any ancillary documents necessary to effectuate the actions taken herewith — monies are available in the appropriate account in the Low and Moderate Income Housing Asset Fund, BEGIN Fund, and Housing Mitigation Fund. Motion was seconded by Tanner and carried by a 5-0 vote (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). 3 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 12, 2015 B. REQUEST FOR AUTHORIZATION OF THE USE OF CURTIS ALLEN FLOOR COVERING FOR PURPOSES OF PROCURING FLOOR COVERINGS AND RELATED SUPPLIES AND SERVICES FOR THE PALM DESERT HOUSING AUTHORITY-OWNED RESIDENTIAL RENTAL PROPERTIES FOR FISCAL YEAR 2015-2016 IN AN AMOUNT NOT TO EXCEED $149,100 (CONTRACT NO. HA34820). Ms. Moore explained that annually the Authority spends somewhere between $150,000 and $200,000 on flooring, meaning flooring replacement, repair, and cleaning. The Authority has been using Curtis Allen, who is the requested vendor, however,the products have changed over a period of time and those were being bid out with respect to the types of things that we were using. She said staff was able to find a government contract that offered a significant number of products that will be well received in the communities, including various products such as laminate flooring, bamboo, etc., also some commercial grade carpets for when traditional carpet cannot be used. She said Curtis Allen is an authorized vendor under the Shaw and Mohawk Carpet Distribution, Inc., which is a government contract. Therefore, staff recommended that from this point until June, Council approve $149,100 for that purpose. Responding to question, she said this item did not go out to bid, because it's a government contract, and the Authority is actually piggy backing on it. She said Curtis Allen has been the installer for quite some time, but staff is able to use the government contract under Mohawk directly from the distributor. Member Tanner moved to, by Minute Motion: 1)Authorize use of Curtis Allen Floor Coverings for the purpose of procuring floor coverings and related supplies, equipment, and services under the National Joint Powers Alliance Agreement, Contract No. 022712-MCD with Mohawk Carpet Distribution, Inc., for the Palm Desert Housing Authority-owned residential rental properties, pursuant to Section 3.30.260 of the Palm Desert Municipal Code, for FY 2015-2016 in an amount not to exceed $142,000 plus 5% in the amount of $7,100 for non-warranty partial replacements and repairs; 2) elect to participate with the National Joint Powers Alliance (NJPA); 3) authorize use of Mohawk Carpet Distribution, Inc.'s, Contract No. 022712-MCD under NJPA for the purpose of procuring floor coverings and related supplies, equipment, and services through the authorized representative, Curtis Allen Floor Covering; 4) authorize the Palm Desert Housing Authority's Legal Counsel, if necessary, to negotiate and finalize any agreements with Curtis Allen Floor Covering; 5) authorize the Palm Desert Housing Authority's Chairman and/or Executive Director, or his designee, to approve and execute any documents necessary to effectuate the action taken herewith—monies have been included in the FY 2015-2016 Palm Desert Housing Authority's Operating Budget in the appropriate Authority Account. Motion was seconded by Jonathan and carried by a 5-0 vote AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). 4 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 12, 2015 C. REQUEST FOR AUTHORIZATION FOR RPM COMPANY TO ENTER INTO A FIVE-YEAR LEASE RENEWAL AGREEMENT WITH WASH MULTI- FAMILY LAUNDRY SYSTEMS IN ORDER TO CONTINUE PROVIDING LAUNDRY SERVICES TO CERTAIN HOUSING AUTHORITY PROPERTIES (CONTRACT NO. HA34830). Ms. Moore stated that staff was requesting an extension of the existing contract. In the past, laundry contracts had been fairly lucrative to the laundry companies, and they had an automatic renewal every five years. However, staff stopped that process the last time around, therefore, it now requires action to be taken to renew the contract. She said there are only a couple of providers that are good for the Authority, and this particular company serves all of its properties. Member Jonathan moved to, by Minute Motion, authorize RPM Company to enter into a five-year lease renewal agreement with WASH Multi-Family Laundry Systems LLC (WASH) in order to continue providing laundry services to the Housing Authority properties more commonly known as Candlewood, Catalina Gardens, Desert Pointe, Laguna Palms, La Rocca Villas, Neighbors, One Quail Place, Palm Village, Pueblos, and Taos Palms. Motion was seconded by Harnik and carried by a 5-0 vote (AYES: Harnik, Jonathan, Spiegel, Tanner, and Weber; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS None XI. PUBLIC HEARINGS None XII . REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None 5 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 12, 2015 C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT On a motion by Member Harnik, and concurrence of the entire Authority Board, today's meeting was adjourned in memory of former City Attorney David J. Erwin at 5:57 p.m. SUSAN MARIE WEBER, CHAIRMAN ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY 6