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Home My WebLink AboutPrelim - HA - 06/14/2018PRELIMINARY MINUTES V. PALM DESERT HOUSING AUTHORITY MEETING THURSDAY, JUNE 14, 2018 CIVIC CENTER COUNCIL CHAMBER 73510 FRED WARING DRIVE, PALM DESERT, CA 92260 I. CALL TO ORDER - 3:00 P.M. Chairman Jonathan convened the meeting at 3:03 p.m. II. ROLL CALL Present: Member Jan C. Harnik Member Kathleen Kelly Member Gina Nestande Vice Chairman Susan Marie Weber Chairman Sabby Jonathan Also Present: Lauri Aylaian, Executive Director Robert W. Hargreaves, City Attorney Rachelle D. Klassen, Secretary Lori Carney, Director of Administrative Services Martin Alvarez, Director of Economic Development Janet M. Moore, Director of Finance/City Treasurer Tim Jonasson, Interim Director of Public Works Bo Chen, City Engineer Stephen Y. Aryan, Risk Manager Lt. Matt Martello, Asst. Chief, Palm Desert Police/Riverside Co. Sheriff's Dept. Grace L. Rocha, Deputy City Clerk III. ADJOURN TO CLOSED SESSION Reauest for Closed Session: A. Conference with Legal Counsel regarding existing litigation pursuant to Government Code Section 54956.9(d)(1): DRAF'' PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 14, 2018 1) Timothy Lewis Whiting v. City of Palm Desert, Palm Desert Housing Authority, et al., U. S. District Court, Central District of California, Civil Action No. 5:17-cv-01395-JGB(KKx) With Authority Board concurrence, Chairman Jonathan adjourned the meeting to Closed Session of the City Council, Successor Agency, and Housing Authority at 3:10 p.m. He reconvened the meeting at 4:17 p.m. IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. Mr. Hargreaves reported direction was given, but no reportable actions taken. V. CONSENT CALENDAR A. MINUTES of the Housing Authority Meeting of May 24, 2018. Rec: Continue to the next meeting. B. CLAIMS AND DEMANDS AGAINST THE CITY/HOUSING TREASURIES - Warrants Dated 5/18/2018 and 5/25/2018 (Joint Consideration with the Palm Desert City Council). Rec: Approve as presented. C. REQUEST FOR AUTHORIZATION to Streamline Use of Named Vendors for the Housing Authority by Granting Exception to the Bidding Requirements and Approving the Authority Vendor List. Removed for separate consideration under Section VI, Consent Items Held Over. Please see that portion of the Minutes for discussion and action. Staff requested Item C be pulled for separate discussion under Section VI, Consent Items Held Over. Upon motion by Weber, second by Harnik, and 5-0 vote of the Authority Board (AYES: Harnik, Kelly, Nestande, Weber, and Jonathan; NOES: None), the remainder of the Consent Calendar was approved as presented. 2 DRAFT PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 14, 2018 VI. CONSENT ITEMS HELD OVER C. REQUEST FOR AUTHORIZATION to Streamline Use of Named Vendors for the Housing Authority by Granting Exception to the Bidding Requirements and Approving the Authority Vendor List. Senior Management Analyst Jessica Gonzales requested adding West Coast Arborist as an additional named vendor. She inadvertently didn't include them on the list, stating their corporate office is in Anaheim, but they do have a yard locally in Indio. The Housing Commission reviewed this item with the additionally named vendor and unanimously approved the vendor list. Member Harnik moved to, by Minute Motion: 1) Grant an exception to the bidding requirements, as provided for by Section 3.30.160(K) of the Palm Desert Municipal Code; 2) approve the Housing Authority Vendor List, pursuant to Section 3.30.160(K) of the Palm Desert Municipal Code, for purposes of providing recurring, routine services, supplies, and maintenance effective July 1, 2018, in an amount not to exceed $50,000 per each named vendor. Motion was seconded by Weber and carried by a 5-0 vote. VII. RESOLUTIONS None VIII. NEW BUSINESS A. REQUEST FOR AUTHORIZATION TO USE LOWE'S HOME CENTERS, INC., HOME DEPOT U.S.A., INC., AND HD SUPPLY FACILITIES MAINTENANCE FOR PURCHASE OF MATERIALS', SUPPLIES, AND APPLIANCES FOR FISCAL YEAR 2018-2019. Senior Management Analyst Jessica Gonzales stated this request memorializes the mechanisms already established for the purchase of products forthe ongoing operations of the Housing Authority properties. This is a government contracted vendor located in Palm Desert and Rancho Mirage. The Housing Commission reviewed and unanimously approved this item at its regular meeting of June 13. Member Harnik moved to, by Minute Motion, authorize: 1) Use of Lowe's Home Centers, Inc. (Contract No. HA37140A), for the purchase of materials, supplies, and appliances, pursuant to Sections 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, for FY 2018-2019 in an amount not to exceed $220,000 (includes approximately $115,000 for purchase of appliances and approximately $105,000 for materials and supplies); 2) use of Home Depot U.S.A., Inc. (Contract No. HA37140B), for purchase of materials and supplies, pursuant to Sections 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, for FY 2018-2019 in an amount not to exceed $45,000; 3 PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 14, 2018 3) use of HD Supply Facilities Maintenance (Contract No. HA37140C) for purchase of materials and supplies, pursuant to Sections 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, for FY 2018-2019 in an amount not to exceed $210,000; 4) disposal and recycling of inefficient, damaged, obsolete, and non-functioning appliances as appropriate, in accordance with EPA standards, and declare as surplus at the time they are removed from the properties — monies have been included in the FY 2018-2019 proposed Palm Desert Housing Authority's Operating Budget in the appropriate Authority Accounts. Motion was seconded by Weber and carried by a 5-0 vote (AYES: Harnik, Kelly, Nestande, Weber, and Jonathan; NOES: None) B. REQUEST FOR APPROVAL OF AN EXTENSION TO CONTRACT WITH CURTIS ALLAN FLOOR COVERING, INC., FOR PURPOSES OF PROCURING FLOOR COVERINGS AND RELATED SUPPLIES AND SERVICES FOR THE HOUSING AUTHORITY -OWNED AND -OPERATED PROPERTIES IN AN AMOUNT NOT TO EXCEED $250,000 FOR FISCAL YEAR 2018-2019 (CONTRACT NO. HA34822). Senior Management Analyst Jessica Gonzales stated this contract will allow the Authority's current floor covering procurement and related supplies and services to be renewed for another twelve (12) months. This includes Authority owned and operated properties, and this procurement is through a Government Cooperative Purchasing Contract in accordance with the City's purchasing policy. The Housing Commission reviewed and unanimously approved this contract at its regular meeting of June 13. Member Harnik moved to, by Minute Motion, approve/authorize: 1)Extension of subject contract with Curtis Allan Floor Covering, Inc., Corona, California, for the purpose of procuring floor coverings and related supplies, equipment, and services at the Authority - owned and -operated properties for a period of 12 months under the National Joint Powers Alliance Agreement Contract No. 022712-MCD with Mohawk Carpet Distribution, Inc., pursuant to Sections 3.30.160(L) and 3.30.160(E) of the Palm Desert Municipal Code, in an amount not to exceed $250,000 (includes non -warranty partial replacements and repairs) for FY 2018-2019; 2) Chairman and/or the Executive Director to execute the extension and any documents necessaryto effectuate the actions taken herewith — monies have been included in the FY 2018-2019 proposed Palm Desert Housing Authority's Operating Budget in the appropriate Authority Accounts. Motion was seconded by Nestande and carried by a 5-0 vote (AYES: Harnik, Kelly, Nestande, Weber, and Jonathan; NOES: None). IX. CONTINUED BUSINESS None X. OLD BUSINESS None 4 DRAFT PRELIMINARY MINUTES PALM DESERT HOUSING AUTHORITY MEETING JUNE 14, 2018 XI. PUBLIC HEARINGS 1►rm XII . REPORTS, REMARKS, AND AUTHORITY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AUTHORITY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AUTHORITY None XIII. ORAL COMMUNICATIONS - C None XIV. ADJOURNMENT With Authority Board concurrence, Chairman Jonathan adjourned the meeting at 8:48 p.m. ATTEST: RACHELLE D. KLASSEN, SECRETARY PALM DESERT HOUSING AUTHORITY SABBY JONATHAN, CHAIRMAN 5