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Home My WebLink AboutPrelim - HA - 02/25/2016DRAFT PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, FEBRUARY 25, 2016 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. *Please refer to the agenda and minutes of the Special City Council Meeting of Thursday, February 25, 2016, convening at 2:30 p.m. in order to conduct an expanded Closed Session. The Special Meeting was adjourned at 4:00 p.m, and the Regular Meeting was immediately convened at 4:00 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: John M. Wohlmuth, 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 Martin Alvarez, Director of Economic Development Paul S. Gibson, Director of Finance/City Treasurer Janet M. Moore, Director of Housing Mark Greenwood, Director of Public Works Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Susan Trevino, Chief, Palm Desert Police/Riverside Co. Sheriff's Department Anthony Baur, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Department Grace L. Mendoza, Deputy City Clerk PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING III. ADJOURN TO CLOSED SESSION Request for Closed Session: None IV. RECONVENE REGULAR MEETING - 4:00 P.M. DRAFT FEBRUARY 25, 2016 A. REPORT ON ACTION FROM CLOSED SESSION. None V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of January 28, 2016. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 1/22/2016, 1/29/2016, 2/5/2016, and 2/12/2016 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. REQUEST FOR AUTHORIZATION to Award Contract to Garland/DBS, I nc., in a Total Amount Not to Exceed $33,000 for Roof Repairs and Related Services at Palm Desert Housing Authority -Owned Residential Rental Properties (Contract No. HA34740B). Rec: By Minute Motion: 1) Authorize award of the subject contract to Garland/DBS, Inc., in a total amount not to exceed $33,000 for roof repairs and related services (includes costs for roof repairs in the amount of $30,000, plus 10% contingency in the amount of $3,000 for repairs that may require permit fees) at Palm Desert Housing Authority -owned residential rental properties, pursuant to Section 3.30.260 of the Palm Desert Municipal Code; 2) authorize the Palm Desert Housing Authority's Legal Counsel to negotiate and finalize an agreement with Garland/DBS, Inc.; 3) authorize the Executive Director to review and approve written request for the use of contingency for unforeseen permit fees; 4) confirm participation with the U. S. Communities Government Purchasing Alliance; 5) authorize the Palm Desert Housing Authority Chairman and/or Executive Director to execute the contract and any documents necessary to effectuate the actions taken herewith — monies have been included in the FY 2015-2016 Palm Desert Housing Authority's Operating Budget in the appropriate accounts for each property. K PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING FEBRUARY 25, 2016 D. REQUEST FOR APPROVAL of Amendment No. 3 to Contract No. HA33480 - Annual Landscape Maintenance Services at Palm Desert Housing Authority Properties - Increasing the Annual Contract to Include Additional Properties in a Total Amount Not to Exceed $13,494. Rec: By Minute Motion: 1) Approve Amendment No. 3 to the subject contract with Liberty Landscaping, Inc., Riverside, California, increasing the contract in a total amount not to exceed $13,494 ($11,245 contract services, plus extra work in an amount not to exceed $2,249) for remainder of the existing term for landscape maintenance services at Carlos Ortega Villas and Santa Rosa Apartment properties; 2) authorize the Executive Director and/or the Chairman to execute Amendment No. 3 and any documents necessary to effectuate the actions taken herewith — monies are available in the FY 2015-2016 Palm Desert Housing Authority's Operating Budget in the appropriate accounts. Upon a 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 A. REQUEST FOR AWARD OF CONTRACT TO RELIABLE TREE CARE IN THE AMOUNT OF $92,250 FOR THE 2016 CITYWIDE PALM TREE PRUNING PROJECT (CONTRACT NO. C34910. PROJECT NO. 931-16) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Mr. Greenwood stated this contract is to prune approximately 3,500 palm trees throughout the City. Mayor Pro Tem/Vice Chairman Harnik moved to, by Minute Motion: 1) Award subject contract for the 2016 Citywide Palm Tree Pruning Project to Reliable Tree Care, Coachella, California, in the total amount of $92,250 (City - $83,350 and Housing Authority - $8,900); 2) authorize Director of Finance to set aside an additional 10% contingency in the total amount of $9,225 (City - $8,335 and Housing Authority - $890); 3) authorize the 3 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING FEBRUARY 25, 2016 Mayor/Chairman to execute the contract — funds are available for the portion of contract relative to the City and Assessment Districts in Parks and Recreation Account Nos. 1104610-4332001, 1104611-4332001, 1104610-4337100; Repair/Maintenance Medians Account No. 1104614-4337001; Desert Willow Account No. 4414195-4332000; and Assessment District Fund 200 Accounts; and for the Housing Authority, funds are set aside in the FY 2015-2016 and proposed FY 2016-2017 Housing Authority Operating Budgets. Motion was seconded by Weber. Mayor/Chairman Spiegel asked if staff every went around the City to inquire about having their palm trees pruned. Mr. Greenwood answered no, stating the contractor had his hands full with the City's 3,500 trees, and the contract doesn't allow for it. Mayor/Chairman called for the vote and the motion carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). B. REQUEST FOR AWARD OF CONTRACT TO LIBERTY LANDSCAPING, INC., IN THE AMOUNT OF $273,478.90 FOR THE 2016 CITYWIDE TREE PRUNING PROGRAM (CONTRACT NO. C34920, PROJECT NO. 932-16) (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). Mr. Greenwood stated this contract is for the pruning of 1/3 of the City's stock of trees. He explained that the pruning of the trees is done on a three-year rotation, depending on the species, because different trees have a different rotation cycle. Mayor/Chairman Spiegel asked if staff was still planning on taking down the trees on San Pablo. Mr. Greenwood replied there was no immediate plan, but they are part of the discussion of the General Plan and Highway 111 Specific Plan. Further responding, he said the trees were not watered, they are stealing water from the ball fields. Councilman/Member Tanner inquired why Reliable Tree Care didn't submit a bid. Mr. Greenwood said he didn't know, but it's better if two different contractors get the contracts, because each of them is a lot of work. Councilman/Member Tanner moved to, by Minute Motion: 1) Waive minor bid irregularity; 2) award subject contract for the 2016 Citywide Tree Pruning Program to Liberty Landscaping, Inc., Riverside, California, in the total amount of $273,478.90 (City - $235,281.95 and Housing Authority - $38,196.95); 3) authorize the Director of Finance to set aside an additional 10% contingency in the total amount of $27,347.89 (City - 4 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING FEBRUARY 25, 2016 $23,528.19 and Housing Authority - $3,819.70); 4) appropriate $150,619.86 ($136,927.15 for base contract plus $13,692.71 for contingency) from Unobligated General Funds to Account Nos. 1104614-4337001 ($128,217.87), 1104610-4332001 ($22,401.99); 5) authorize the Mayor/Chairman to execute said contract —funds are available for the portion of the contract relative to the City and Assessment Districts in Parks and Recreation Account Nos. 1104610-4332001, 1104611-4332001, 1104610-4337100; Repair/Maintenance Medians Account No. 1104614-4337001; Desert Willow Account No. 4414195-4332000; and Assessment District Fund 200 Accounts; and for the Housing Authority, funds are set aside in the FY 2015-2016 and proposed FY 2016-2017 Housing Authority Operating Budgets. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). C. REQUEST FOR AUTHORIZATION OF THE ACQUISITION OF A DRAINAGE EASEMENT IN THE AMOUNT OF $25,000, PLUS COSTS, TO FACILITATE THE ACQUISITION FOR THE BENEFIT OF PROPERTY OWNED BY THE PALM DESERT HOUSING AUTHORITY (APN 622-360-015) (CONTRACT NO. HA34970A). Ms. Moore stated that this easement is requested for the purpose of development of the ARC Village Project, which is behind Desert ARC. The project was talked about at the January City Council meeting where there will be a 36-unit affordable housing community that will allow for clients of Desert ARC to live fairly close to their services. This easement is for an adjacent property, and as indicated by Director of Public Works, it's an emergency drainage. Member Jonathan moved to, by Minute Motion: 1) Authorize the acquisition of an easement for drainage (more particularly described in Exhibit B to the Draft Easement Purchase and Sale Agreement) for the benefit of certain property owned by the Authority (APN 622-360-015) in the amount of $25,000, plus an additional $5,000 for ancillary costs to acquire and record said Easement; 2) authorize Legal Counsel to finalize the easement and applicable agreements that will facilitate the acquisition from the owner of that certain real property more fully described in Exhibit A to the Draft Easement Purchase and Sale Agreement (also known as APN 622-311-037); 3) appropriate $30,000 to Housing Asset Fund Account No. 8738640-4400100 - expenditures will be reimbursed from the 2007 Housing Bond pursuant to the approved Housing Bond Proceeds Funding Agreement. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Jonathan, Tanner, Weber, and Spiegel; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS None 5 PRELIMINARY MINUTES DRAFT PALM DESERT HOUSING AUTHORITY MEETING FEBRUARY 25, 2016 XI. PUBLIC HEARINGS None X1111. REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR Mr. Wohlmuth stated that he was personally very excited about the 36-unit affordable apartment project becoming a reality behind DesertArc, believing it will be a great asset to the community and an instance where services the City/Housing Authority provides complement those provided by DesertArc. B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT On a motion by Harnik, second by Weber, and unanimous vote of the Authority Board, Chairman Spiegel adjourned the meeting at 4:53 p.m. ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY ROBERTA. SPIEGEL, CHAIRMAN 0