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HomeMy WebLinkAboutMinutes - Housing Commission 07/08/2015CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES JULY 8, 2015 I. CALL TO ORDER Wade Tucker, Housing Commission Member, convened the meeting at 3:30 p.m. II. ROLL CALL Present: Absent: Heather Horning Robert Nevares Wade Tucker Joy Whitehurst Others Present: Sabby Jonathan, City Council Member Liaison Janet Moore, Director of Housing Jessica Gonzales, Management Analyst Teresa Vakili, RPM Company Heather Buck, Project Coordinator Veronica Tapia, Management Analyst 11 Patty Leon, Recording Secretary Mike Lewis Jane Turner Gregory Ballard III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of July 8, 2015: Motion was made by Commissioner Robert Nevares to continue the minutes of the Housing Commission meeting of June 10, 2015 to September 9, 2015. Motion was seconded by Commissioner Heather Horning and carried by 4-0-3 vote (AYES: Horning, Nevares, Whitehurst and Tucker; NOES: none; ABSENT: Ballard, Lewis and Turner). V. NEW BUSINESS 1 Housing Commission Minutes JULY 8, 2015 A. Authorize the use of named vendors for purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority owned residential rental properties. Janet Moore stating that the vendor list is updated annually. It allows RPM the ability to contact several vendors in the event a vendor is not available in a timely manner. Interested vendors will contact RPM directly to be placed on the list. However, RPM is not obligated to utilize vendors from the list and may take bids from other vendors depending on the work required. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to authorize the use of named vendors for purposes of providing recurring, routine services, supplies, and maintenance to the Housing Authority owned residential rental properties. Motion was seconded by Commissioner Joy Whitehurst and carried by 4-0-3 vote (AYES: Horning, Nevares, Whitehurst, and Tucker; NOES: none; ABSENT: Ballard, Lewis and Turner). B. Authorize the Executive Director, upon satisfactory completion of work, to accept the work as complete for Contract No. HA-33070 with Liberty Landscaping, Inc. for the pond demolition and landscape improvements at One Quail Place. Jessica Gonzales summarized the staff report, stating that Liberty is in the process of finalizing the gazebo and plant materials that were delayed. A notice of completion will be filed once the work has been satisfactorily completed. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to authorize the Executive Director, upon satisfactory completion of work, to accept the work as complete for Contract No. HA-33070 with Liberty Landscaping, Inc. for the pond demolition and landscape improvements at One Quail Place. Motion was seconded by Commissioner Joy Whitehurst and carried by 4-0-3 vote (AYES: Horning, Nevares, Whitehurst, and Tucker; NOES: none; ABSENT: Ballard, Lewis and Turner). C. Approve Change Order No. 11 to Contract No. HA-29410B with Optimus Construction, Inc., in the amount of $12,770.45 for construction of the Carlos Ortega Villas (Project No. 825-11). 2 Housing Commission Minutes JULY 8, 2015 Heather Buck summarized the staff report stating one of the items for the change order includes the refrigerator model change due to problems with the appliances. Commissioner Joy Whitehurst referenced the summary of contract change orders report and questioned the miscellaneous with no description. Mrs. Buck replied that change order nos. 9 and 10 shown as a miscellaneous were reviewed and accepted by this Commission. The staff reports listed those items in detail; however the change orders report was limited on space. Heather Buck referenced the slide show of Carlos Ortega Villas construction progress that included pictures of the roundabout progress. Councilmember Liaison Sabby Jonathan thanked both Janet Moore and Heather Buck for taking the time to show him some of the Housing Authority apartment complexes and the Carlos Ortega Villas project. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to approve Change Order No. 11 to Contract No. HA-29410B with Optimus Construction, Inc., in the amount of $12,770.45 for construction of the Carlos Ortega Villas (Project No. 825-11). Motion was seconded by Commissioner Joy Whitehurst and carried by 4-0-3 vote (AYES: Horning, Nevares, Whitehurst, and Tucker; NOES: none; ABSENT: Ballard, Lewis and Turner). D. Authorize the use of the Home Depot U.S.A., Inc. for roof replacement and repair on Building #14 at One Quail Place in the amount of $38,686, along with a contingency of $3,868.60 for a total not to exceed $42,554.60. Teresa Vakili stated that the roof is in despair and needs to be replaced as soon as possible. Janet Moore stated that eight roofing companies were contacted including Lowe's who stated that they do not do roofing. Those companies did not submit proposals due to reasons such as prevailing wage and/or are not able to do the work at this time. Staff will look into having a consultant assess all the roofs as well. Motion was made by Commissioner Joy Whitehurst to forward a recommendation to the Palm Desert Housing Authority to authorize the use of the Home Depot U.S.A., Inc. for roof replacement and repair on Building #14 at One Quail Place in the amount of $38,686.00, along with a contingency of $3,868.60 for a total not to 3 Housing Commission Minutes JULY 8, 2015 exceed $42,554.60. Motion was seconded by Commissioner Robert Nevares and carried by 4-0-3 vote (AYES: Horning, Nevares, Whitehurst, and Tucker; NOES: none; ABSENT: Ballard, Lewis and Turner). E. Authorize the use of HD Supply Facilities Maintenance, LLP for repair and/or renovation of 6 apartment units owned by the Palm Desert Housing Authority in an amount not to exceed $232,535.90. Janet Moore summarized the staff report. Teresa Vakili added that several water heaters will be relocated at Desert Pointe from long term residents which will require removing of drywall. One unit was said to have a leak behind the sink that was not reported by the tenant and will require installation of new cabinets. Upon question of the renovations at the Las Serenas unit, Ms. Vakili stated that unit was occupied by a tenant in a wheel chair and has an unauthorized opening of the bath tub. Therefore, a complete renovation of the bathroom is necessary to include a walk-in shower, new countertops, cabinets, etc. It was mentioned that the proposal includes prevailing wage costs. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to authorize the use of HD Supply Facilities Maintenance, LLP for repair and/or renovation of 6 apartment units owned by the Palm Desert Housing Authority in an amount not to exceed $232,535.90. Motion was seconded by Commissioner Robert Nevares and carried by 4-0-3 vote (AYES: Horning, Nevares, Whitehurst, and Tucker; NOES: none; ABSENT: Ballard, Lewis and Turner). F. Authorize the award of Contract No. HA-34450 to John Harrison Contracting in an amount not to exceed $150,000 for the 2015/16 HVAC mechanical systems maintenance services for Palm Desert Housing Authority complexes. Veronica Tapia summarized the staff report. Councilmember Liaison Sabby Jonathan inquired if the contractor John Harrison would evaluate whether an HVAC would need to be replaced. Ms. Tapia replied that based on the contractor's proposal, they are to meet with Housing staff to established a plan on their recommendations as to what is needed with the exception of maintenance. The intent is to participate in the Energy Savings Assistance Program as well. 4 Housing Commission Minutes JULY 8, 2015 Motion was made by Commissioner Robert Nevares to forward a recommendation to the Palm Desert Housing Authority to authorize the award of Contract No. HA-34450 to John Harrison Contracting in an amount not to exceed $150,000 for the 2015/16 HVAC mechanical systems maintenance services for Palm Desert Housing Authority complexes. Motion was seconded by Commissioner Joy Whitehurst and carried by 4-0-3 vote (AYES: Horning, Nevares, Whitehurst, and Tucker; NOES: none; ABSENT: Ballard, Lewis and Turner). 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 June were provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for May. Teresa Vakili referenced the report and stated that Carlos Ortega Villas has over 200 applicants on the interest list. Upon question, Ms. Vakili stated that Carlos Ortega Villas will be 100% nonsmoking. Seniors over the age of 55 are allowed to have companion animals per State Law. Councilmember Liaison Sabby Jonathan asked about medical marijuana and if it was accepted. Ms. Vakili stated that medical marijuana and e-cigarettes are included in the Smoking Ordinance and are allowed only at complexes that allow smoking in the designated smoking buildings. Janet Moore stated that all new and renovated communities will be 100% smoke -free. The properties are currently undergoing a transition over a five- year period that started last year. Mrs. Vakili added that since the smoking ordinance has been in effect, they have not moved -in any tenants that smoke. 5 Housing Commission Minutes JULY 8, 2015 She further noted that many of the existing tenants that smoke have designated their units as smoking. Staff is currently working on a map of all the apartment complexes to see where they are at in terms of percentage of smoking units and buildings. After the five year transition is over tenants cannot smoke in their units. Councilmember Jonathan inquired if there has been any resistance from the tenants. Ms. Vakili replied she received minor complaints from tenants at the senior communities. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for May. Teresa Vakili clarified that there was a formula error on the senior communities report that show 80% occupancy rate should be 99%. Commissioner Wade Tucker asked if the maximum allowable rents were increased at the senior communities. Janet Moore stated that there was a three-year period where the rents were not adjusted due to the elimination of redevelopment agency. Once that period was over, there was a one-time adjustment to the rents and now are back to being adjusted annually. The rents are consistent with the Riverside County's allowable rents for the same type of units as well as HUD's affordable maximum rents. Commissioner Robert Nevares asked on the number of animals, mainly cats, a resident is allowed in their unit, noting that a tenant has more than five. Mrs. Vakili responded two. Mrs. Moore stated that the tenant was notified of the cats but claimed that the cats do not live in the unit; a reminder will be sent to this tenant as well as a unit inspection. It was mentioned that all units are inspected twice a year. E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for May. F. HOUSING AUTHORITY PROPERTIES UPDATE 6 Housing Commission Minutes JULY 8, 2015 An update on the Housing Authority Properties was provided to the Commission for review. Teresa Vakili summarized the report noting that staff is working with the landscape company and CVWD for turf conversion at Las Serenas and turf removal at One Quail Place. 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 — September 9, 2015 IX. ADJOURNMENT With Commission concurrence the meeting was adjourned at 4:20 p.m. Patty Leon, R cording Secretary 7