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Home My WebLink AboutPrelim - HA - 03-12-2015PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, MARCH 12, 2015 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 CALL TO ORDER - 3:00 P.M. Chairman Weber convened the meeting at 3:00 p.m. II. ROLL CALL Present: Member Jan C. Harnik Member Sabby Jonathan Member Van G. Tanner Chairman Susan Marie Weber Also Present: Absent: Vice Chairman Robert A. Spiegel John M. Wohlmuth, Executive Director David J. Erwin, City Attorney Rudy P. Acosta, Assistant City Manager 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 Janet M. Moore, Director of Housing Mark Greenwood, Director of Public Works Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Bill Sullivan, Asst. Chief, Palm Desert Police/Riverside Co Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Request for Closed Session: None Sheriff's Department PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 12, 2015 With Authority Board concurrence, Chairman Weber adjourned the meeting to Closed Session of the City Council at 3:03 p.m. She reconvened the meeting at 4:00 p.m. IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. Action: V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of February 26, 2015. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE AUTHORITY TREASURY - Warrant Nos. 195HA, 201 HA, 194-Housing, 199-Housing, 196HAF, and 202HAF. Rec: Approve as presented. C. REQUEST FOR APPROVAL of Change Order No. 8 to Contract No. HA29410B — Construction of the Carlos Ortega Villas (Project No. 825-11). Rec: By Minute Motion: 1) Approve Change Order No. 8 in the total amount of $7,775.25 to the subject contract with Optimus Construction, Inc., Glendale, California, for small electrical additions to the Resident Services Building and material changes due to structural conflicts and/or availability of materials; 2) authorize the transfer of $7,775.25 from contingency to base for the contract; 3) authorize the Chairman to execute Change Order No. 8 — funds are available in Account No. 871-8691-466-4001 - Housing Authority Capital Improvements. Upon a motion by Tanner, second by Harnik, and 4-0 vote of the Housing Authority (AYES: Harnik, Jonathan, Tanner, and Weber; NOES: None; ABSENT: Spiegel), the Consent Calendar was approved as presented. VI. CONSENT ITEMS HELD OVER IRe "r 2 PRELIMINARY MINUTES DRAF i PALM DESERT HOUSING AUTHORITY MEETING MARCH 12, 2015 VII. RESOLUTIONS None VIII. NEW BUSINESS A. REQUEST FORAPPROVAL 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 FALCON CREST — 42204 GOLDEN EAGLE LANE (A.P.N. 624-431-012) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Ms. Moore stated this was a direct sale that is under contract, and staff needs Council approval for the down payment assistance for the buyer. Councilmember/Member Harnik moved to, by Minute Motion:1) Approve silent down payment assistance loan associated with a direct sale in Falcon Crest, not to exceed 40% of the sales price of the home, to ensure an affordable housing cost pursuant to California Health and 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 Falcon Crest Sales Program and documents, including the restrictive covenant and loan documents for the applicable funding source, and authorize Mayor to 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 Jonathan and carried by a 4-0 vote (AYES: Harnik, Jonathan, Tanner, and Weber; NOES: None; ABSENT: Spiegel). NOTE: THE FOLLOWING ITEM WAS LISTED ON AN AGENDA ADDENDUM POSTED AT LEAST 72 HOURS PRIOR TO THE MEETING. B. REQUEST FOR AUTHORIZATION TO REJECTALL BIDS RECEIVED AND TO RE-BIDTHE2015 CITYWIDETREE PRUNING PROJECT (CONTRACT NO. C34130, PROJECT NO.932-15) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Mr. Greenwood stated that when the bids were opened for the annual Citywide Tree Pruning contract, staff learned that the apparent low bidder was nonresponsive, because the forms were improperly completed, and there was a significant oversight that staff couldn't work around. The second low bidder was significantly higher by about $40,000. Therefore, staff recommended rejecting all bids and rebidding the contract. N PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 12, 2015 Councilmember/Member Harnik moved to, by Minute Motion: 1) Reject all bids received as of 10:00 a.m. on Thursday, March 5, 2015, forthe 2015 Citywide Tree Pruning Project; 2) authorize City staff to re -bid the project. Motion was seconded by Tanner and carried by a 4-0 vote (AYES: Harnik, Jonathan, Tanner, and Weber; NOES: None; ABSENT: Spiegel). IX. CONTINUED BUSINESS None X. OLD BUSINESS A. REQUEST FOR AWARD OF CONTRACT TO LIBERTY LANDSCAPING, INC., IN THE AMOUNT OF $248,984 FOR THE POND DEMOLITION AND LANDSCAPE IMPROVEMENTS AT ONE QUAIL PLACE (CONTRACT NO. HA33070). Ms. Moore stated the planning for the removal of nine of the ten ponds at One Quail Place turned into a long-term project. She said the ponds are very unsightly and the maintenance of them is intensive. There has been concerns with the condition of the waterfor several years now, and there was a request to change them to chlorine. However, at that time, when staff received the quote, as far as changing them to chlorine coupled with the increased monthly cost, staff researched what it would cost to remove them from the community. The plan is to install drought tolerant landscape with a couple of community areas that will have benches, an arbor, some kind of shade structure, and lighting. She said staff will be sending out a notice to the residents, but they wanted to make sure the contract was awarded first. A concern raised by a resident is what will be done about the little creatures in the water, the frogs and a couple of turtles. Responding to question, she said One Quail Place will still have a pond in the front, so staff may relocate them there. Councilman Tanner suggested calling The Living Desert Reserve. Ms. Moore agreed, stating that was staff's first thought as well. Councilmember Harnik commented she was pleased community areas will be created. Member Harnik moved to, by Minute Motion: 1) Waive any irregularities and authorize award of the subject contract to Liberty Landscaping, Inc., Riverside, California, in the amount of $248,984 and authorize a 10% contingency for the project in the amount of $24,898, for a total of $273,882 for the Pond Demolition and Landscape Improvements at One Quail Place; 2) Approve the draft agreement, substantially as to form; 3) Authorize the Executive Director, or his designee, to finalize the agreement and any documents M PRELIMINARY MINUTES DRAF i PALM DESERT HOUSING AUTHORITY MEETING MARCH 12, 2015 necessary to effectuate the actions taken herewith; 4) Authorize the Chairman to execute the agreement and any documents necessary to effectuate the actions taken herewith — monies have been included in the FY 2014-2015 Palm Desert Housing Authority's Replacement Expense Budget for One Quail Place. Motion was seconded by Tanner. Member Jonathan said he concurred, but disappointed to see the water features go, stating they are pretty and relaxing to listen to with the bridges going over them, but he understood. Chairman Weber said she appreciated staff pointing out the safety issue with children there. Ms. Moore agreed, stating children presented an issue because the ponds are not gated or fenced. However, the City will be conserving water, and the pond in the front will remain, which has a waterfall. She always thought the pond at the front of One Quail Place was one, but it's actually a community of four ponds, which will still create a nice illusion, but it won't be throughout the complex. Mayor Weber called for the vote and the motion carried by a 4-0 vote (AYES: Harnik, Jonathan, Tanner, and Weber; NOES: None; ABSENT: Spiegel). XI. PUBLIC HEARINGS None X1111. REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None 61 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING MARCH 12, 2015 XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT On a motion by Tanner and unanimous consent of the Authority Board, Chairman Weber adjourned the meeting at 6:11 p.m. ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY SUSAN MARIE WEBER, CHAIRMAN C: