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HomeMy WebLinkAboutMinutes - Housing Commission 02/10/2016CITY OF PALM DESERT HOUSING COMMISSION MEETING MINUTES FEBRUARY 10, 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: Jan Harnik, City Council Member Liaison Janet Moore, Director of Housing Jessica Gonzales, Management Analyst Teresa Vakili, RPM Company Patty Leon, Recording Secretary Randy Chavez, Landscape Supervisor Jason Busanovitch, Garland Company III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of January 13, 2016: Motion was made by Commissioner Wade Tucker to approve the minutes of the Housing Commission meeting of January 13, 2016. Motion was seconded by Commissioner Joy Whitehurst and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). 1 Housing Commission Minutes FEBRUARY 10, 2015 Commissioner Jane Turner provided a copy of Rosenberg's Rules of Order, to the Commission members, regarding the basic format for an agenda item discussion at formal government meetings. She stated that as defined in the rules of procedure, chair should report the action item, discuss technical questions, welcome public comments followed by a motion and a second, and then discussion by the Commission. V. NEW BUSINESS A. Award of Contract Garland, Inc. Jessica Gonzales summarized the staff report, stating there are a number of properties that have roof leaks due to the recent rains that affected the interior of several units. Jason Busanovitch with Garland was in attendance to answer any questions. As mentioned at the last meeting, it has been difficult to obtain roofing companies to perform emergency repairs when necessary due to limited local companies that meet prevailing wage requirements. Pictures were displayed of several properties with roof and deck issues . Jason Busanovitch stated that the contract amount would not exceed $33,000. Roof repairs are at reasonable costs under the U.S. Communities established pricing, which includes materials and competitively bid project - specific labor. Commissioner Joy Whitehurst referenced page 7 of Garland's proposal and asked about the trip charge of $114. Mr. Busanovitch clarified that the trip charge will be a one-time charge to address multiple properties and not necessarily per site. Commissioner Mike Lewis asked about the contract's amount of $33,000 and if the cost only included those leaks mentioned. Mr. Busanovitch explained that the contract will ensure leak responses for emergencies situations in a timely manner. The authorized contractor will inspect the leak area, determine the cause, and submit cost not to exceed $2,500 per occurrence for approval to Garland. Garland requested bids and DryZone was identified as the lowest bidder. Janet Moore stated that One Quail Place roof issues will be a separate contract; those repairs are considered replacement and/or refurbishment. We are hoping that the roof/deck issue at Sagecrest Senior be resolved by this contract as well as other emergency situations. 2 Housing Commission Minutes FEBRUARY 10, 2015 Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to authorize the Award of Contract No. HA 34740B to Garland/DBS, Inc. in the total amount not to exceed $33,000 for roof repairs and related services at Palm Desert Housing Authority owned residential rental properties. Motion was seconded by Commissioner Heather Horning and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). B. Amendment No. 3 — Liberty Landscaping, Inc. Jessica Gonzales summarized the staff report, stating that approval of this report will allow regular maintenance services to Carlos Ortega Villas ("COV") and Santa Rose Apartments. Staff is requesting to amend the existing contract which expires at the end of the fiscal year. She noted that COV is currently under warranty but will expire March 16, 2016. Motion was made by Commissioner Gregory Ballard to forward a recommendation to the Palm Desert Housing Authority to approve Amendment No. 3 to Contract No. HA33480 with Liberty Landscaping Inc. to increase the annual landscape maintenance services. Motion was seconded by Commissioner Joy Whitehurst and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES; none). C. Citywide Tree Pruning Randy Chavez, Landscape Supervisor, summarized the staff report, stating the Liberty Landscaping was the lowest responsible bidder. Mr. Chavez clarified the discrepancy of cost per tree in which Liberty rounded the bid amount, a variance of $0.10; the City Attorney found the error minor and waived the irregularity. Mr. Chavez explained that depending on the species of the tree they are typically pruned once a year especially the fast growing trees such as the mesquites and palo verdes; the slow growing trees are on a three-year cycle. Commissioner Robert Nevares stated that there are two trees at Catalina Gardens where the roots are up to the surface and might eventually fall with a strong wind. 3 Housing Commission Minutes FEBRUARY 10, 2015 Janet Moore stated that staff will address those trees. She also noted that some trees are being removed for varying reasons that are not part of this contract. It will be a separate bid request for tree removal. Commissioner Mike Lewis inquired if staff had considered the height of the trees at California Villas the cause of them falling. Mrs. Moore stated that staff will further review on whether height is a detriment as part of the tree removal plan. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to Award Contract No. C34920 for the 2016 Citywide Tree Pruning to Liberty Landscaping, Inc. of Riverside, California, in the amount of $273,478.90 (City $235,281.95 and Housing Authority $38,196.95) Motion was seconded by Commissioner Mike Lewis and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). D. Citywide Palm Tree Pruning Randy Chavez summarized the staff report stating the contract will include all the palm trees in the City of Palm Desert with the exception of Desert Willow. Commissioner Robert Nevares mentioned there are three queen palms at Catalina Gardens that have red paint on them. Jessica Gonzales mentioned that those trees are being identified for removal as part of the tree removal plan. Upon question of falling fronds, Mr. Chavez stated that the palm trees in busy areas are pruned upward more than usual to reduce litter. Councilmember Liaison Jan Harnik also commented that new developments are encouraged and/or advised to prevent using the Mexican fan palms in their landscape designs since they are not indigenous to this area and create the litter. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to Award Contract No. C34920 for the 2016 Citywide Palm Tree Pruning to Reliable Tree Care of Coachella, CA, in the amount of $92,250.00 (City $83,350.00 and Housing Authority $8,900.00) Motion was seconded by Commissioner Mike Lewis and carried by 7-0 vote (AYES: Ballard, Horning, Lewis, Nevares, Tucker, Whitehurst, and Turner; NOES: none). 4 Housing Commission Minutes FEBRUARY 10, 2015 VI. CONTINUED BUSINESS VII. REPORTS AND REMARKS A. COMMISSION REPORTS Janet Moore thanked everyone for attending the Carlos Ortega Villas grand opening event. Teresa Vakili reported that the leasing office for COV contacted 58 prospects from the interest list; 25 of those prospects did not qualify for the program. She noted that one unit has been leased and are currently working on 3 applicants to get them moved in. 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 January were provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for December. Teresa Vakili reported 98% occupancy at the multi- family complexes and 99% at the senior complexes. Upon question on the damaged units at California Villas, Ms. Vakili reported that a final walk-thru was conducted and anticipates a final notice of completion soon. Two individuals who were displaced have been accepted to move back. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for December. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for December. 5 Housing Commission Minutes FEBRUARY 10, 2015 Teresa Vakili reported several water heaters and AC units were replaced. She noted that a new law passed effective January 1st that requires additional smoke detectors installed in the bedrooms. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Commission Jane Turner questioned "porter share" at Carlos Ortega Villas. Teresa Vakili stated that it is a term she created that means all ground maintenance staff will meet at one location and clean the entire property from light fixtures to closets. Commission Mike Lewis asked about the newly acquired property located on Santa Rosa Way. Janet Moore stated that the property had a long term lease; the lease expired and the Authority Board did not opt to renew their lease. The property became part of the Housing portfolio as of December 31, 2015; there were two tenants at the time of transition. G. AUTHORITY HOME IMPROVEMENT PROGRAM UPDATE An update on the Home Improvement Program (HIP) was provided to the Commission for review. Janet Moore reported that the program currently assists homeowners with emergency situations such as AC units, water heaters, etc. However, homeowners are reluctant to place a lien on their home, a requirement of the program, and have opted for outside programs such as Southern California Edison and Gas Companies. VIII. NEXT MEETING DATE — March 9, 2016 IX. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:22 pm to March 9th, 2016. Patty Leon, Recording Secretary 6