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HomeMy WebLinkAboutMinutes - Housing Commission 09/09/2015CITY OF PALM DESERT REGULAR HOUSING COMMISSION MEETING MINUTES SEPTEMBER 9, 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 Gregory Ballard 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 Patty Leon, Recording Secretary Jane Turner III. ORAL COMMUNICATIONS IV. APPROVAL OF MINUTES MINUTES of the Regular Housing Commission meeting of June 10, 2015: Motion was made by Commissioner Wade Tucker to approve the minutes of the Housing Commission meeting of June 10, 2015. Motion was seconded by Commissioner Robert Nevares and carried by 6-0-1 vote (AYES: Ballard, Horning, Nevares, Tucker, Whitehurst, and Lewis; NOES: none; ABSENT: Turner). MINUTES of the Regular Housing Commission meeting of July 8, 2015: Motion was made by Commissioner Wade Tucker to approve the minutes of the Housing Commission meeting of July 8, 2015. Motion was 1 Housing Commission Minutes SEPTEMBER 9, 2015 seconded by Commissioner Robert Nevares and carried by 6-0-1 vote (AYES: Ballard, Horning, Nevares, Tucker, Whitehurst, and Lewis; NOES: none; ABSENT: Turner). V. NEW BUSINESS A. Receive and File the approved staff report from the Housing Authority Board meeting of August 27, 2015: 1) Ratify Change Order No. 1 and Approve Change Order No. 2 to MSA Consulting, Inc., for Contract No. HA29410D for Construction Staking Services for the Carlos Ortega Villas Project Heather Buck stated that MSA Consulting provided additional work related to the off-street parking lot at Palm Desert Country Club that included surveying and staking services; these costs were not included in their original contract. Councilmember Liaison Sabby Jonathon mentioned that the City Council voted on this item before the Commission had the opportunity to review it due to the timing and the Housing Commission being dark in August. Motion was made by Commissioner Joy Whitehurst to Receive and File the approved staff report form the Housing Authority Board meeting of August 27, 2015: 1) Ratify Change Order No. 1 and Approve Change Order No. 2 to MSA Consulting, Inc., for Contract No. HA29410D for Construction Staking Services for the Carlos Ortega Villas Project. Motion was seconded by Commissioner Mike Lewis and carried by 6-0-1 vote (AYES: Ballard, Horning, Nevares, Tucker, Whitehurst, and Lewis; NOES: none; ABSENT: Turner). B. Carlos Ortega Villas Offsite Improvement Heather Buck stated that Optimus Construction completed the offsite improvements on Avenue of the States, including the new parking lot to compensate for the lost parking due the new roundabout. John Wohlmuth stated that a Certificate of Completion isn't issued until the entire project is complete; however, since the new parking lot and roundabout are being utilized it's unfair to hold 10% from the contractor's contract. Therefore a Certificate of Substantial Completion for the parking lot will be issued. Motion was made by Commissioner Heather Horning to forward a recommendation to the Palm Desert Housing Authority to authorize request for acceptance of work for Contract No. HA29410B with 2 Housing Commission Minutes SEPTEMBER 9, 2015 Optimus Construction, Inc. for the Carlos Ortega Villas offsite improvements. Motion was seconded by Commissioner Greg Ballard and carried by 6-0-1 vote (AYES: Ballard, Horning, Nevares, Tucker, Whitehurst, and Lewis; NOES: none; ABSENT: Turner). C. Approve Change Order No. 12 to Contract No. HA29410B with Optimus Construction, Inc. in the amount of $9,384.77 for Construction of the Carlos Ortega Villas. Heather Buck summarized the staff report stating that this change order includes revisions to the light fixtures, monument signage and tile. She noted that the total change orders, including the parking lot change order, are less than 2% of the contract. At this time, Mrs. Buck made reference to the pictures of Carlos Ortega Villas progress. Councilmember Liaison Sabby Jonathan inquired on the time schedule. It was noted that the project is on time and anticipate completion the first part of December with occupancy in January. Teresa Vakili reported 225 applicants on the interest list. Upon question of the solar system, Janet Moore stated that the intent is to achieve a net zero energy goal. The system was said to be efficient and that it won't shut off if a panel is shaded. The cost for the entire system is approximately one million dollars. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to approve change order no. 12 to Contract No. HA29410B with Optimus Construction, Inc. in the amount of $9,384.77 for construction of the Carlos Ortega Villas. Motion was seconded by Commissioner Joy Whitehurst and carried by 6-0-1 vote (AYES: Ballard, Horning, Nevares, Tucker, Whitehurst, and Lewis; NOES: none; ABSENT: Turner). D. Liberty Landscaping — Contract Amendment Jessica Gonzales summarized the staff report. Commissioner Heather Horning asked about water conservation at the properties. Janet Moore stated that staff continues to look for ways to conserve water by eliminating nuisance water, turf removal, enhancements to the irrigation 3 Housing Commission Minutes SEPTEMBER 9, 2015 systems, etc. particularly at Candlewood Apartments since a penalty was recently issued by Coachella Valley Water District ("CVWD"). She noted that the tenants do not pay for water at the properties; utility allowances are included in the rents. Teresa Vakili stated that each building has its own water meter which makes it difficult to monitor water usage for each unit. However, RPM staff will inspect each unit individually to ensure there are no leaky faucets. One concern mentioned was watering of plants on patios by tenants which can also cause slips and falls. i Commissioner Joy Whitehurst suggested some type of reward/incentive to those tenants in the buildings that conserve the most water. Commissioner Wade Tucker mentioned that when he moved in to Las Serenas originally he was told no plants were allowed on the patios. Commissioner Greg Ballard mentioned that Southern California Gas has a new energy efficient shower head which is supposed to save money and suggested a different shower head for the units. Mrs. Moore stated that Palm Desert has always done water conservation in the past and in fact intergraded turf conversion to desert scape long before the reduction of water by CVWD. Additionally, water efficient shower heads were provided to all units through a program with the Energy Coalition Department. Councilmember Liaison Sabby Jonathan asked if the cost for the additional extra work at Las Serenas may be used from the 20% set aside ($58,600.00) already in the contract. Mrs. Gonzales stated that those monies have been allocated for other projects that include Candlewood Apartments and other unforeseen issues such as removing a tree, water line breaks, etc. Mrs. Moore referenced CVWD's approval to reimburse the Housing Authority for turf removal and water efficient landscapes. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to approve Amendment No. 2 to Contract No. HA 33480 with Liberty Landscaping Inc. increasing the annual not -to -exceed extra work in the amount of $37,086.00 (for total of $95,686.00) for annual landscape maintenance extra work services at the Palm Desert Housing Authority properties. Motion was seconded by Commissioner Greg Ballard and carried by 6-0-1 vote (AYES: Ballard, Horning, Nevares, Tucker, Whitehurst, and Lewis; NOES: none; ABSENT: Turner). Housing Commission Minutes SEPTEMBER 9, 2015 E. Authorize the use of Garland/DBS, Inc. for roof and deck management assessment and related services Jessica Gonzales stated that in July the Housing Commission approved a recommendation to enter into contract with Home Depot for the roof replacement and repair. However, Home Depot made substantial changes to the Authority's standard agreement that the Authority wouldn't recommend and therefore the agreement was canceled. Garland/DBS, Inc. will provide roof assessments, construction management services, and solicit proposals from local vendors. Garland has a government purchasing cooperative under the U.S. Communities organization. Upon question of cost, Mrs. Gonzales stated that there is no cost at this time for Garland's services. Garland will recommend materials and products manufactured by them. It was noted that Garland has done several projects in the Coachella Valley that included city hall's roof and performed successfully. Once the bids are reviewed, staff will forward a recommendation to award a contract to this Commission. Councilmember Liaison Sabby Jonathan expressed concern with Garland inspecting the roof and supplying the products as well; he felt this was a conflict of interest. He asked if staff had considered an independent roofing company to evaluate the roof and possibly use a different vendor to buy the products. Mrs. Gonzales stated that the roof in need was evaluated by a different contractor on a smaller scale and found those items that need to be addressed in Garland's evaluation report as well. Mrs. Moore stated that once the specs are completed by Garland, staff will have the Public Works Department review them to ensure the materials are appropriate and the work is cost efficient. Two local roofing companies were contacted for this project and one of them refused to pay prevailing wage and the other was nonresponsive. Motion was made by Commissioner Mike Lewis to forward a recommendation to the Palm Desert Housing Authority to authorize the use of Garland/DBS, Inc. for roof and deck management assessment and related services for the Palm Desert Housing Authority owned residential rental properties. Motion was seconded by Commissioner Wade Tucker and carried by 6-0-1 vote (AYES: Ballard, Horning, Nevares, Tucker, Whitehurst, and Lewis; NOES: none; ABSENT: Turner). VI. CONTINUED BUSINESS 5 Housing Commission Minutes SEPTEMBER 9, 2015 VII. REPORTS AND REMARKS A. COMMISSION REPORTS Jessica Gonzales reported on Habitat for Humanity's upcoming event in collaboration with Home Depot Foundation. The event is taking place on September 16th at two San Benito vacant lots. The Housing Authority donated the two Tots to Habitat for Humanity to build affordable houses. One home will be constructed for a disabled veteran while the other home will be adaptable: both homes will be made available to veterans. Home Depot Foundation has volunteers to frame and stand walls at the kick-off event. 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 July and August were provided to the Commission for review. C. MONTHLY OCCUPANCY STATUS REPORT The Commission reviewed the Monthly Occupancy Status Report for June and July. D. REPORT #1 — MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT The Commission reviewed the Monthly Occupancy and Average Rent Statement for June and July. Janet Moore referenced the summary sheet highlighting the minimal number of residents over the 80% income limits. Councilmember Liaison Sabby Jonathon asked on the income threshold for families at the extremely low category. Mrs. Moore stated that for a family of four their annual income may not exceed $24,250. Councilmember Jonathon inquired on the type of profiles at the rental properties. Teresa Vakili stated that most of the residents are in the service industry such as hospitality and restaurants. Further discussion ensued regarding recent changes with California laws, and therefore the admin policy will be updated to ensure we are in compliance. Mrs. Vakili also mentioned that applicants are not obligated to provide social security numbers; it is considered optional based on a California law. Those applicants are made aware that the qualifying process may take longer or may be denied should any background checks pull up the wrong person. 6 Housing Commission Minutes SEPTEMBER 9, 2015 E. REPORT #2 — MONTHLY NET OPERATING INCOME STATEMENTS The Commission reviewed the Monthly Net Operating Income Statements for June and July. Commissioner Joy Whitehurst referenced Carlos Ortega Villas' expenses. Teresa Vakili stated that those amounts shown on the report include administration costs/staffs payroll and will increase once the project is completed. Janet Moore stated that although June's Statement shows a positive amount under the FYTD Net Operating Income ("NOI") it also offsets other programs that include Desert Rose and Falcon Crest as well as administrative costs. It was noted that the amount is not the final number; there are some adjustment entries to be made. Councilmember Liaison Sabby Jonathan questioned last year's FYTD NOI amount higher than this years. Mrs. Moore stated that the difference in amounts were due to renovations that were placed on hold due to the elimination of redevelopment. F. HOUSING AUTHORITY PROPERTIES UPDATE An update on the Housing Authority Properties was provided to the Commission for review. Pictures of the storm damage were provided for review. Janet Moore stated that the storm significantly impacted the Palm Desert Country Club and California Villas Apartments. Although, California Villas lost 88 trees, the property still looks decent. She noted that City and RPM staff were beneficial in assisting tenants whose units were affected as well as the Red Cross. Commissioner Robert Nevares commented that he felt the trees were lacking water causing the roots to lift above the surface. Mrs. Moore replied that the trees were actually healthy. The storm was identified as a microburst, an accelerated downward motion to the ground. Councilmember Liaison Sabby Jonathon stated that the City Council is very proud of City corporate yard staff for their efforts to enforce safety and prompt assistance. Several "thank you" calls and letters were received. 7 Housing Commission Minutes SEPTEMBER 9, 2015 Teresa Vakili stated that 25 families were relocated and 5 families were permanently transferred to other properties. Jessica Gonzales furthered stated that 3 companies were contracted to do the cleanup work and were finished within a week. At this time, Mrs. Moore updated the Commission on the completion of the pond renovations at One Quail Place; pictures were provided for review. 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 — October 7, 2015 Adjourned Meeting A City Hall map was provided to the Commission that shows where the Administrative Conference Room is located for the next Housing Commission meeting. Commissioner Joy Whitehurst inquired on an affordable housing project mentioned on the news. Janet Moore stated that a few years ago the City acquired land, approximately 36 acres; a portion of that land will be dedicated to affordable housing. This project is still in the planning phase. IX. ADJOURNMENT With Commission concurrence the meeting was adjourned at 5:06 pm to October 7th, 2015. (\A -erA_ Patty Leon, ecording Secretary 8