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HomeMy WebLinkAboutPrelim - HA - 11/10/2016 DRAFT PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, NOVEMBER 10, 2016 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Spiegel convened the meeting at 3:00 p.m. II. ROLL CALL Present: Vice Chairman Jan C. Harnik Member Sabby Jonathan Member Van G. Tanner Member Susan Marie Weber Chairman Robert A. Spiegel Also Present: Lauri Aylaian, Executive Director Robert W. Hargreaves, City Attorney Rudy P. Acosta, Assistant City Manager Rachelle D. Klassen, Secretary Russell Grance, Director of Building & Safety Ryan Stendell, Director of Community Development Janet M. Moore, Director of Finance/City Treasurer Lori Carney, Director of Human Resources Mark Greenwood, Director of Public Works Frankie Riddle, Director of Special Programs John Cortez, Battalion Chief, Palm Desert Fire/Riverside Co. Fire Dept./Cal Fire Anthony Baur, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Department Grace L. Mendoza, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Request for Closed Session: PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 10, 2016 A. Conference with Real Property Negotiator pursuant to Government Code Section 54956.8: 1) Property: 42100 Hovley Gardens Drive (APN 624-440-002), Palm Desert Negotiating Parties: Agency: Lauri Aylaian/Janet M. Moore/City of Palm Desert/ Palm Desert Housing Authority Property Owner: Daniel Sumrall and Mary Anne Sumrall Under Negotiation: x Price x Terms of Payment With Housing Authority Board concurrence, Chairman Spiegel adjourned the meeting to Closed Session of the City Council and Housing Authority at 3:00 p.m. He reconvened the meeting at 4:02 p.m. IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of October 27, 2016. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 10/21/2016 and 10/28/2016(Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. REQUEST FOR RATIFICATION of Change Order No. 1 in the Total Amount of$8,735.80 to Contract No. HA35590A— Re-routing Plumbing Services at One Quail Place Building No. 30. Rec: By Minute Motion: 1) Ratify Executive Director's approval of Change Order No. 1 in the amount of $8,735.80 to subject contract with VINCOR Construction, Inc., Brea, California, for re-routing plumbing at One Quail Place Building No. 30; 2) authorize Authority Chairman and/or the Executive Director to execute any contracts and any documents necessary to effectuate the actions taken herewith — monies are available in the FY 2016-2017 Palm Desert Housing Authority Capital Replacement Budget. 2 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 10, 2016 Upon motion by Tanner, second by Weber, and 5-0 vote of the Authority Board (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None), the Consent Calendar was approved as presented. VI. CONSENT ITEMS HELD OVER None VII. RESOLUTIONS None VIII. NEW BUSINESS None IX. CONTINUED BUSINESS None X. OLD BUSINESS A. REQUEST FOR AWARD OF CONTRACT FOR AFFORDABLE HOUSING COMPLIANCE/PROPERTY MANAGEMENT SERVICES FOR AUTHORITY-OWNED PROPERTIES TO RPM COMPANY FOR A FIVE-YEAR TERM, IN AN AMOUNT NOT TO EXCEED $481,248 FOR CALENDAR YEAR 2017 (CONTRACT NO. HA35560). Ms. Moore recalled for the Authority Board that staff requested a RFQ/RFP for this process and received two proposals. She explained there were three levels of review of the proposals that were submitted. The first level consisted of housing staff reviewing the proposals to make sure they met the minimum qualifications. Since both proposal met the minimum qualifications, staff then went to the next level, which included four members of staff from different departments that do not typically work with Housing properties, Housing Authority Commissioner Heather Horning, and Member Jonathan who is the Housing Authority liaison forthe Council, reviewing and evaluating the proposals. Reviewing the proposal was quite a task, but the process did narrow it down to specific things staff was looking for, so after reviewing and tallying the results, it went on to the final Review Committee. This Review Committee consisted of two staff members, a member of the Housing Authority Board, and a member of the Housing Commission, and it was unanimous that RPM Company, who is the existing provider, was the best candidate; they submitted the most comprehensive response. Therefore, staff recommended moving forward with awarding a five-year contract to 3 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 10, 2016 RPM Company. She noted Vice President Teresa Vakili was available to answer questions. Member Jonathan said the process was worthwhile, because if nothing else, everyone learned that the City is getting the best quality service for the lowest possible price,which was important to determine. He recognized and thanked Teresa, because he attends the Housing Authority meetings and there are these ridiculous questions fielded at her, and she always has an answer to the most minute detail. He said he's grateful that the properties are being taken care of and was prepared to move for approval. Member Jonathan moved to, by Minute Motion: 1) Approve award of the subject contract for Affordable Housing Compliance/Property Management Services for an initial five (5)-year term for Housing Authority-owned Properties to RPM Company, Lodi, California, in an amount not to exceed $481,248 for calendar 2017, with allowable increases as noted in the contract; 2) authorize staff to finalize contract (also referred to as the "Agreement")with RPM Company, consistent with terms of the RFQ/RFP with non- substantive modifications concurred upon by the Executive Director and legal counsel; 3) authorize Chairman to execute the Agreement and Executive Director to execute any documents necessary to facilitate contract award and implementation—funds are available in the 2016-2017 Housing Authority Operating Budget. Motion was seconded by Harnik. Chairman Spiegel commented he would be leaving the City Council after 23 years, and he had yet to receive a complaint about how RPM managed the properties. He thanked RPM Company for doing an outstanding job. Chairman Spiegel called for the vote and the motion carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). XI. PUBLIC HEARINGS None XII . REPORTS, REMARKS,AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None 4 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING NOVEMBER 10, 2016 C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chairman Spiegel adjourned the meeting at 5:55 p.m. ROBERT A. SPIEGEL, CHAIRMAN ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY 5