Loading...
HomeMy WebLinkAboutMinutes - Housing Commission 03/11/2015PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: RACHELLE KLASSEN, CITY CLERK FROM: PATTY LEON, RECORDING SECRETAR DATE: APRIL 9, 2015 SUBJECT: HOUSING COMMISSION MINUTES Attached is the following Housing Commission Meeting Minutes approved at the regular Housing Commission meeting held April 8h, 2015 as follows: (x) Meeting Minutes for March 11th, 2015 Please submit to the Housing Authority Board. Thank you. 1 tcave ,le. BY HOUSG AUTH ON 5-14—l5 VERIFIED BY: Q-Oki rlwl Original on file with City Clerk's OfficE G \HOUSING'Patty Leon\iousing Commission\Miscellaneous\Memos\Memos to City Clerk HC\HAC - Minutes doc CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES MARCH 11, 2015 I. CALL TO ORDER Mike Lewis, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Mike Lewis — Chair Jane Turner — Vice Chair Gregory Ballard Heather Horning Robert Nevares Wade Tucker Joy Whitehurst Others Present: Sabby Jonathan, City Council Member Liaison Susan Marie Weber, Mayor Janet Moore, Director of Housing Jessica Gonzales, Management Analyst Patty Leon, Recording Secretary Teresa Vakili, RPM Company Heather Buck, Project Coordinator Veronica Tapia, Management Analyst 11 III. ORAL COMMUNICATIONS Introductions were made of new Council Member Liaison Sabby Jonathan and Mayor Susan Marie Weber. Mayor Weber welcomed new Housing Commission member Heather Horning and thanked the Commission for their voluntary services. Council Member Liaison Jonathan expressed he was excited to be appointed to this Commission. He apologized for having to excuse himself at 4 p.m. to attend a meeting that was scheduled back in December before he was 1 Housing Commission Minutes MARCH 11, 2015 appointed to this Commission, regarding the undergrounding of utility lines in Palm Desert. At this time, the Commission Members and staff present introduced themselves as well. IV. AWARDS, PRESENTATIONS, AND APPOINTMENTS V. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of January 14, 2015: Motion was made by Commissioner Wade Tucker to approve the minutes of the January 14, 2015 meeting. Motion was seconded by Commissioner Joy Whitehurst and carried by 4-0-3 vote (AYES: Tucker, Turner, Whitehurst, and Lewis; NOES: none; Abstain: Ballard, Horning and Nevares). VI. NEW BUSINESS A. Approve Change Order No. 8 to Contract No. HA29410B with Optimus Construction — Carlos Ortega Villas Heather Buck summarized the staff report stating change order no. 8 will replace fixtures that were discontinued when the project was first out to bid. Costs for the additional work and materials are within industry standards. Janet Moore called attention to the slide show presentation of Carlos Ortega Villas' construction progress. It was mentioned that the aerial pictures were taken by the contractor. Commissioner Mike Lewis asked about the structural conflicts. Mrs. Buck stated that one of structural conflicts was due to plumbing and lighting that needed to occur in the same spot, and therefore minor modifications were made to the bathrooms to accommodate structural posts that will allow for both. Motion was made by Commissioner Jane Turner to forward a recommendation to the Palm Desert Housing Authority to approve Change Order No. 8 to Contract No. HA29140B with Optimus Construction, Inc., for construction of the Carlos Ortega Villas. Motion was seconded by Commissioner Wade Turner and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). 2 Housing Commission Minutes MARCH 11, 2015 B. Status of Parking Easement Agreement Janet Moore summarized the memo provided by Heather Buck regarding an update on the off -site parking lot improvements. It was noted that the Housing Authority will not fund this project; there are monies in the previous former redevelopment agency Project Area 4 Bond Proceeds that will fund this project. However, since the Housing Authority let the contract to Optimus for construction of the Carlos Ortega Villas that includes the off -site improvements, the Housing Authority will amend the contract. A staff report for this project will be forwarded to the Housing Authority at their next meeting in March or the first meeting in April which may not come to this Commission until after review from the Housing Authority. C. City Wide Tree Pruning Program A revised staff report was distributed to the Commission requesting to reject all bids for Contract No. C34130 and authorize City staff to rebid the 2015 Citywide Tree Pruning. Janet Moore stated that the Public Works Department anticipates awarding a contract at the next council meeting in March to avoid delay. If not, a staff report will come to this Commission in April for recommendation. Commissioner Greg Ballard asked about encouraging local companies to bid such projects. Mrs. Moore stated that the Public Works and Landscape Departments are very familiar with local firms and in fact are notified when a bid project is open. Liberty Landscape and West Coast Arborists, although their main offices are based outside of Palm Desert, they do have local forces in Palm Desert that use local labor as well. Commissioner Joy Whitehurst suggested making note of local offices on the staff report. Commissioner Jane Turner made reference to Liberty Landscaping non- responsive bid due to lack of signature and asked why we couldn't ask Liberty to sign their bid to avoid all this extra work, given that their bid was almost $40,000 less. Mrs. Moore replied she did not know the particulars of the bid from Liberty Landscape. However, City staff does have legal review all bids and proceeds as recommended. 3 Housing Commission Minutes MARCH 11, 2015 Council Member Liaison Sabby Jonathan indicated that City staff made the attempt to contact Liberty Landscape to sign the bid however they were non responsive. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to reject all bids for Contract No. C34130 and Authorize City staff to re -bid the 2015 Citywide Tree Pruning Project. Motion was seconded by Commissioner Greg Ballard and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). D. One Quail Place — Pond Demolition Janet Moore summarized the staff report stating of the 14 companies that attended a mandatory meeting at One Quail Place only two bids were submitted. Both Liberty Landscaping and Mariposa are very familiar with the properties; Liberty Landscaping, Inc. is in fact the current landscape maintenance provider. In this particular case, there was a minor irregularity with Liberty's bid submittal and legal advised we waive such irregularity and award contract. She noted that nine ponds will be removed with the exception of the front entrance pond. Commissioner Joy Whitehurst asked if the removal of these ponds is to conserve water. Mrs. Moore replied it will assist in water conservation but also to reduce costs given that the ponds are extremely maintenance intense to keep the water conditions consistent. In addition, there has also been a concern with the multifamily complex and water features. Commissioner Whitehurst inquired if the residents at One Quail Place are aware that these ponds will be removed. Teresa Vakili stated that a notice will be sent to all residents. It was mentioned that the project will take approximately 90 days to complete. Mrs. Moore also mentioned that it will be replaced with desert drought tolerant landscape and at one location incorporate benches and lighting effect. Commissioner Mike Lewis commented on any anticipation that the residents may not like the removal of the ponds. 4 Housing Commission Minutes MARCH 11, 2015 Ms. Vakili responded that some residents like the ponds and others do not. There have been issues with the ponds especially in the summer time where a motor will go out and the water stays stagnant and develop algae, mosquitos, etc. She didn't anticipate residents not liking the newly renovated ponds since there will be added features such as benches but rather complaints during construction. Motion was made by Commissioner Jane Turner to forward a recommendation to the Palm Desert Housing Authority to authorize the Award of Contract No. HA-33070 to Liberty Landscaping, Inc. in the amount of $248,984 for the Pond Demolition and Landscape Improvements at One Quail Place. Motion was seconded by Commissioner Wade Tucker and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). E. Housing Authority Proposed 2015-2016 Budget Janet Moore summarized the Memo provided by Veronica Tapia. She indicated the budget is status quo from last year with minor adjustments with respect to Carlos Ortega Villas' ("COV") contract. She also mentioned that Housing is subject to prevailing wage and that Veronica Tapia is working with our legal counsel on whether certain projects are considered prevailing wage projects. She provided an example of the increase in costs when prevailing wage is applied, wherein the significant increase is due to labor costs. Veronica Tapia provided a brief summary of the Totals for All Properties Budget Comparison page that shows a transfer out to housing admin due to the elimination of redevelopment agency that is now a responsibility of the Housing Authority. Additionally, there was an increase to COV budget from last fiscal year in order to bring the property on line in terms of operation. Commissioner Mike Lewis asked if the pond project was included in the budget. Mrs. Moore replied that there was an adjustment to the maintenance of the ponds which offset the increase to the landscape maintenance contract. Mrs. Moore explained that the 1.2 million transfer out to Housing Admin is to cover other housing programs and administration such as the Down Payment Assistance Program and the Home Improvement Program. Commissioner Jane Turner inquired on the number of months estimated for COV project. 5 Housing Commission Minutes MARCH 11, 2015 Teresa Vakili stated that the budget for COV is estimated on seven months based on the other senior properties currently on line. She stated that an interest list will open March 16th and there is already a significant amount of calls being received. A property manager is in place to monitor the interest list and qualify applicants. A Certificate of Occupancy is anticipated at the end of November. Leasing will be limited to avoid recertification of 72 applicants all at once. Motion was made by Commissioner Jane Turner to forward a recommendation to the Finance Director to include the 2015-2016 Palm Desert Housing Authority Operating, Capital, and Replacement Budgets in the City of Palm Desert's Comprehensive Finance Plan for 2015-2016 to be presented to the Housing Authority Board for approval at a future meeting. Motion was seconded by Commissioner Joy Whitehurst and carried by 7-0 vote (AYES: Ballard, Horning, Nevares, Tucker, Turner, Whitehurst, and Lewis; NOES: none). VII. CONTINUED BUSINESS VIII. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore reported that she visit the site with Heather Buck last week and mentioned that Mrs. Buck is doing a great job in keeping the contractor in line. She addressed the aquatic therapy amenity progress on the slide show picture. Commissioner Wade Tucker asked where the parking Tots will be located and if there would be parking for guests. Mrs. Moore stated that the parking lots will be located between buildings with parking designated for guests near the community building. It was noted that there will be 77 covered parking spaces incorporated in the project with solar panels that will service the aquatic therapy as well. Commissioner Tucker asked if the City or Riverside County regulate the number of parking stalls required for handicap. Mrs. Moore stated that as part of the building code there is a requirement on the number of handicap spaces required for livable spaces. At this particular community, there is a reduced parking requirement based on an informal parking study within our senior communities that shows how many spaces were being used and the time frames. There will also be street parking for guests. 6 Housing Commission Minutes MARCH 11, 2015 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 February 12th was provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for January. Teresa Vakili reported that 10 of the 13 rental properties are 100% occupied. The recently renovated units at Las Serenas have been preleased and next in line are the two units at Desert Pointe. Janet Moore added that these units have been down for approximately three years due to the elimination of the redevelopment agency. In addition to the rental units, also renovated was a single family home located at Falcon Crest community. Pictures were distributed to show before and after photos. Commissioner Mike Lewis inquired on the fire units at Las Serenas. Mrs. Vakili stated that those units that were affected by the fire have been renovated and complete with the exception of one unit awaiting installation of cabinets; those tenants have been relocated. Commissioner Lewis inquired on improvements of the storage units with the water heaters. Mrs. Vakili explained that it will be a long process and will have to be monitored at all times being that the storage closets are located on the resident's patio. RPM staff and the Fire Department recently did a complete inspection of those storage closets and out of the 150 units there were 45 violations. Mrs. Vakili was happy to announce Carlos Ortega Villas will have storage. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for January. Janet Moore referenced the front page of the Monthly Occupancy and Average Rent Summary Sheet and explained that it shows the number of units occupied at those income levels. 7 Housing Commission Minutes MARCH 11, 2015 Upon question, Teresa Vakili stated that Las Serenas will be getting a new manager. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for January. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Teresa Vakili clarified that the laundry service company on contract fixed the 3 washing machines broken at Desert Pointe. G. AUTHORITY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. Janet Moore summarized the report. At this time, Mrs. Moore announced that a group photo will take place at the next meeting of all members of the Commission and explained it will only be used for internal purposes. IX. NEXT MEETING DATE — April 8, 2015 X. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:32 p.m. J Ov `d atty Leon, R4cording Secretary 8