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HomeMy WebLinkAboutMinutes - Housing Commission 01/13/2016CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES JANUARY 13, 2016 I. CALL TO ORDER Jane Turner, Housing Commission Chair, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Jane Turner - Chair Heather Horning — Vice Chair Gregory Ballard Mike Lewis Robert Nevares Wade Tucker Joy Whitehurst Others Present: Sabby Jonathan, City Council Member Liaison John M. Wohlmuth, Executive Director Janet Moore, Director of Housing Jessica Gonzales, Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary Heather Buck, Project Administrator Randy Chavez, Landscape Supervisor Jason Busanovitch, Garland Company III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of December 9, 2015: Motion was made by Commissioner Wade Tucker to approve the minutes of the Housing Commission meeting of December 9, 2015. Motion was seconded by Commissioner Mike Lewis and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). 1 Housing Commission Minutes JANUARY 13, 2015 V. NEW BUSINESS A. Change Order No. 15 and Acceptance of Work — Carlos Ortega Villas Heather Buck summarized the staff report. The contractor completed the work in December. RPM Company is working on leasing the units with occupancy expected the first week in February. Janet Moore reported that the grand opening and dedication is scheduled for Thursday, January 28th at 9:00 a.m. She made reference to the deductive change order and stated that credits for unused allowances will be returned to the Authority. John Wohlmuth commented that although there were a lot of change orders the cost is not substantial for a project this size; the credit really goes to Heather Buck for managing the project and a job well done. Councilmember Liaison Sabby Jonathan commented that Optimus also completed a project in La Quinta and they were very pleased as well. He stated that Optimus is definitely a keeper and hopes they are included in future projects. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to approve deductive Change Order No. 15 to Contract No. HA29410B in the total amount of $69,084.90 for Carlos Ortega Villas and Acceptance of Work with Optimus Construction, Inc. for Construction of the Carlos Ortega Villas. Motion was seconded by Commissioner Greg Ballard and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). B. Award of Contract to Garland — Palm Village Apartments Jessica Gonzales summarized the staff report, stating that Garland completed a deck assessment of the upper and lower levels at Palm Village Apartments and found that numerous repairs and replacements were needed. Commissioner Jane Turner asked on the age of the decks at Palm Village and if the new material had a longer life expectancy. Mrs. Gonzales stated that Palm Village Apartments was completed in 2007 and the new material is expected to last longer. 2 Housing Commission Minutes JANUARY 13, 2015 Jason Busanovitch with Garland Company was present to answer questions. He stated that material and labor will be warranted by Garland. A sample of the materials being proposed were passed around. Janet Moore stated that the standard price for the scope of work was $202,500, however Garland was able to go out to bid to subcontractors in an effort to provide an even lower market adjusted price for the project. Garland accepted the lowest bid received by Best Contracting Services in the amount of $149,941.00. Mr. Busanovitch mentioned that Garland has worked with Best Contracting Services for over 20 years. Garland will provide the products and materials for this project. It was mentioned that this project will be a prevailing wage project. Commissioner Heather Horning inquired on the conditions of the existing decks and if the new material can withhold hot weather conditions. Mr. Busanovitch replied that the existing material on the decks are porous so when it rains it gets softer and softer causing it to crumble apart; patio chairs are creating holes which are subject to a trip hazardous. He also noted that he had the president of Best Contracting visit the site to ensure the material being proposed is acceptable for this area. Weekly updates with photos tracking the process will be provided to City staff and RPM Company. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to authorize the Award of Contract NO. HA34740A to Gardland/DBS in the amount not to exceed $164,935.00 for deck replacement and related services at Palm Village Apartments. Motion was seconded by Commissioner Mike Lewis and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). C. Award of Contract to T. J. Janca Construction, Inc. — One Quail Place A revised staff report was distributed to the Commission. Randy Chavez, Landscape Supervisor, stated that during a monthly inspection of all the playgrounds in the City that included the Housing Authority properties, found that the playground located at One Quail Place is in much need of a surface replacement. The top layer has been repaired numerous times and now the surface is not bonding properly anymore. Jessica Gonzales stated that because it requires a unique material order to keep the playground in compliance and is available from only one source, T. J. Janca was sought for this project as opposed to bidding the project. 3 Housing Commission Minutes JANUARY 13, 2015 Mr. Chavez stated that the surface material has a one year warranty, however it is expected to last 5 to 7 years. Commissioner Greg Ballard asked about cost to rip out the entire surface and replacing it. Mr. Chavez replied it would cost approximately $40,000 to $50,000 which is not feasible at this time. He added that the integrity of the lower layer is in good condition. Additionally, there is limited access to the playground wherein a wall would have to be removed adding additional costs. Commissioner Greg Ballard asked if pictures of future and existing projects may be provided to the Commission. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to authorize the Award of Contract No. HA to T.J. Janca Construction, Inc. in the total amount not to exceed $19,674.00 to replace the playground surface at One Quail Place Apartments. Motion was seconded by Commissioner Mike Lewis and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). VI. CONTINUED BUSINESS VII. REPORTS AND REMARKS A. COMMISSION REPORTS 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 meetings in December were provided to the Commission for review. Janet Moore referenced the agenda item regarding the property located behind the Desert ARC facility. She stated that the Authority purchased the property with the intentions of expanding Las Serenas, however a better option was proposed for that location from Allied Affordable Housing, LLC. Allied is proposing to construct a complex that accommodate tenants with developmental disabilities who are independent in their living situations. The complex will be affordable housing. The tenants will have limited automobile access and therefore it will not increase traffic through Desert ARC. The Authority will receive a Tong -term lease and receive a $1 a year. 4 Housing Commission Minutes JANUARY 13, 2015 John Wohlmuth stated that the proposed arrangement will be beneficial to the clients at Desert ARC being that it is right next door and these tenants may continue to take advantage of Desert ARC's support services, counseling services, and the assistance necessary. He noted that Allied will construct approximately 34-38 one -bedroom apartments. Tenants will have to qualify for the affordable program. Councilmember Liaison Sabby Jonathan asked if we had heard from the neighboring homeowners located in the Sagewood community. Mrs. Moore replied that Allied met with the homeowners and received positive feedback with a few that had comments. Most homeowners questioned if the buses would go away since the noise has been a concern for a while. Mr. Wohlmuth stated that Desert ARC used those buses to transported their clients to their employment establishments to allow these individuals to be self - efficient. Desert ARC was asked to move the buses to other facilities due to complaints from the neighbors. Councilmember Jonathan commented that he toured the Desert ARC facility and site and the staff expressed they are very anxious to get this project going as it will be a great addition to what they offer. Access to the new complex will not be an issue for Desert ARC given that the driveway is already used by buses that deliver supplies. Upon question, Mr. Wohlmuth explained that Allied will build the entire project with their revenue and possibly tax credits. Allied will lease the land from the City and operate it with our affordable covenant in place. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for November. Teresa Vakili reported 98% occupancy at the multi- family complexes and 99% at the senior complexes. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for November. Janet Moore stated that the Authority now has control of an apartment complex currently known as Santa Rosa Apartments. She noted that the complex had a long term lease that expired. The Council determined that since the wait list is 5 Housing Commission Minutes JANUARY 13, 2015 substantially long at the properties it would be ideal to transition those units into the Housing portfolio. The complex consists of 20 two -bedroom units. The report will be modified to include this apartment complex. Teresa Vakili reported 268 of traffic applying for the waiting list this month. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for November. Commissioner Mike Lewis asked about the units' progress damaged by the storm at California Villas. Teresa Vakili replied that the units are nearing completion of all repairs. The cost to repair the units was said to be close to $400,000. Those costs will be reimbursed by the insurance company. Commissioner Jane Turner referenced Las Serenas Replacement Expense in the amount of $38,059. Ms. Vakili stated that those monies were spent on the turf conversion at Las Serenas; turf and irrigation were eliminated. Coachella Valley Water District will issue a $15,000 reimbursement. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Commissioner Jane Turner asked about the patio furniture at Desert Pointe. Teresa Vakili stated that the patio furniture is 10 years old. She noted that the furniture has been re -strapped in the past, heat and suntan oils/lotions is what caused the patio furniture to deteriorate. Commissioner Turner asked if the entrance key pad at Candlewood was replaced. Ms. Vakili replied that bids are being requested to replace the key pad; however it has been difficult obtaining bids from local companies since they refuse to pay prevailing wage. Commissioner Robert Nevares asked about the e-waste recycling with Allianza. 6 Housing Commission Minutes JANUARY 13, 2015 Ms. Vakili stated that Allianza is a company that picks up bulk items such as televisions, large appliances, etc. as opposed to throwing them in the dumpsters. Burtec recently changed their rules and no longer pick up bulk items that residents leave behind. Tenants that leave behind bulk items, upon move out, are charged a "trash out charge" deducted from their deposits. Commissioner Mike Lewis asked about oil stains on the concrete due from leaky cars. Ms. Vakili stated that the maintenance staff try their best to maintain oil stains by power washing and/or applying oil stain degreasers; kitty litter was said to absorb oil stains as well. Tenants who have issues with leaky cars are notified to fix the problem and charged for any damages, if any. Commissioner Heather Horning asked about Teaks at the properties due to the rains. Teresa Vakili stated that there were minor leaks at One Quail Place and Las Serenas. Janet Moore stated that Garland is working on assessing all the roofs. Garland has also recommended contractors that work under prevailing wage to possibly add those companies to our vendor list for emergency situations given that local contractors refuse to pay prevailing wage on roofing. A total replacement of the roofs is not feasible at this time and therefore, Garland was asked to provide different options and address only those areas of concerns. Commissioner Mike Lewis asked if any personal belongings were damaged due to the rains. Ms. Vakili stated that a mattress belonging to a tenant got wet from a leaking roof. She noted that we are not responsible for personal belongings only for the building. Commissioner Lewis asked if there was any flooding, drainage and/or grading problems at the properties. Ms. Vakili stated that Carlos Ortega Villas had some decomposed granite "dg" spilled into the drains and clogged them; the drains were cleared by the contractor. John Wohlmuth explained that an elaborate storm drain system was installed at Carlos Ortega Villas. He noted that the dg got caught at the elbow of the drainage system. 7 Housing Commission Minutes JANUARY 13, 2015 Janet Moore added that the engineer who designed the system and the architect will meet with RPM Company to ensure they understand how the system works so they can maintain it. Upon question of any Teaks at COV, Ms. Vakili mentioned a couple of leaks from the whole house fans located above the kitchen; contractor fixed the problem immediately and assessed all the fans in every unit. G. AUTHORITY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. VIII. NEXT MEETING DATE — February 10, 2016 Commissioner Joy Whitehurst inquired on the Habitat Homes. Janet Moore stated that Habitat is trying to secure additional funding to complete the interior of the homes. IX. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:31 pm to February 10`h, 2016. o-) Patty Leon, ReEording Secretary 8