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HomeMy WebLinkAboutCRC-02-19-08CRC Meeting, February 19, 2008 1 CARMEL REDEVELOPMENT COMMISSION Meeting, Tuesday, February 19, 2008 President Ron Carter called the meeting to order at 7:37 p.m. Mr. Carter apologized to those present for starting the meeting at a later time than expected. Commission members Jeff Worrell, Rick Sharp and Carolyn Anker were present, constituting a quorum. Also present were Mayor Brainard, Karl Haas, Les Olds, Sherry Mielke, Andrea Stumpf and Darrell Norris. Others present: From H.G. Golf Properties: Tom Rodems, Mike Shaw, Tony Rodems From CSO Architects: Dan Moriarity, Brandon Bogan From Shiel Sexton: Mike Anderson Contractors and members of the public or press: [See sign-in sheet for detail.] Francesca Jarosz, Christina DeSantis, Richard Osborn and Craig Williams Presentations Craig Williams with David M. Schwarz Architectural Services gave a presentation on the Architectural finishes for the Performing Arts Center (PAC). Mr. Williams explained the interior finishes and colors were inspired by the work of Robert Adams and the Adams Brothers and were in accordance with the “classically inspired” limestone exterior of the building. Mr. Williams explained the interiors were in a polychrome, or “more than one color” theme, with the colors and styles being chosen based on the “accessibility” of the arts for all citizens and relating to Carmel’s signature color of blue. Mr. Williams presented all interior designs, colors and materials, as well as the add-alternate colors and materials. Exhibits included renderings of the interior auditorium vertical four-level bay, paint color and marble samples for interior finishes, overall interior of the auditorium and ceiling design, ceiling and floor design of front-of-house spaces and south/east/west lobbies, stair halls and donor amenity founders rooms. Rick Sharp asked if the materials and designs presented fall into the established budget line including the base line and add-alternates. Mr. Williams said they have been doing constant cost checks and all costs are in line with the developed base and add-alternate budgets including the wood flooring for the performance space and seating in the auditorium. Mr. Carter asked which materials were the add-alternates. Mr. Williams explained the marble flooring, wood flooring for auditorium, seat covers and some wood detailing vs. painted wood were the alternates. Discussion ensued. CRC Meeting, February 19, 2008 2 Rick Sharp moved to approve the interior design and color concepts presented and to authorize the architects to move forward with finalizing whatever documents are necessary to go to bid. Seconded by Ms. Anker and unanimously approved. Mr. Carter then introduced Tom Rodems, with H.G. Golf Properties, to present the pros and cons of using a golf course management company in regards to Brookshire Golf Course. Mr. Carter stated the presentation did not mean the CRC was officially going to move forward with a golf course management company for Brookshire Golf Course. If they were, an official RFP process asking for proposals for any interested bidders would be needed. Mr. Rodems introduced Mike Shaw, Director of Finance, and Tony Rodems, Marketing Director of HG Golf Properties. Mr. Rodems explained HG Golf Properties was established in 1997 and is located in Danville, Indiana. They manage or lease eight golf courses in the Midwest and have no ownership of any golf courses. Mr. Rodems explained the key focus of his company is quality personnel and hiring the best team a project can afford to run the golf course as a business. A golf course management company also provides the administrative part of running the golf course including: accounts payable, accounts receivable, payroll, insurance and supplies with a focus on a quality Point of Sale system. Collecting information databases and emails for marketing purposes is also a focus. Mr. Rodems explained that in regards to marketing, development and attracting new members is important. HG Golf Properties also focuses on “retention” or retaining the customers they have with quality customer service. The highest priority of the HG Golf Properties is also the quality condition of the golf course. They are able to share expensive equipment between properties and keep a lower cost on supplies such as fertilizer due to buying power of bulk purchasing through economies of scale. [Rick Sharp leaves at 8:31 p.m.] Jeff Worrell questioned how the management company is compensated. Mr. Rodems answered that from a normal management scenario the fee is 5.5% of gross revenue but with a minimum base fee. Mayor Brainard asked if the owner was responsible for any losses after the 5.5% payment. Mr. Rodems answered yes. Mr. Carter questioned if HG Golf Properties works with other municipalities. Mr. Rodems said they work with the University of Illinois that is state owned, and Jester Park in northern Des Moines, Iowa that is owned by a conservation board. Discussion ensued. [8:49 p.m. – Mr. Carter called a short recess. 8:57 p.m. – Meeting reconvened] CRC Meeting, February 19, 2008 3 Approval of Minutes January 15, 2008: Moved for approval by Ms. Anker. Seconded by Mr. Worrell and unanimously approved. Reports from Architects and Engineers Mr. Moriarity gave an update on the PAC. He reported the excavation is ongoing for the PAC and the tunnel connecting the PAC and the Energy Center (EC) is substantially complete. The shell for the EC is being constructed and within six weeks, major equipment will show up on site. The interior finish package for the PAC will go to bid mid-late March. Bid package #4 for interior architecture and interior construction is currently out for bid. The expected package total is between $34-38 million. Everything has been bid for the construction of the PAC except for the bid package pertaining to the finishes presented earlier at the meeting and the performance equipment. Mr. Moriarity announced to the commissioners that around the time of April 1st, they will need to begin deciding what ad-alternates will be approved for the PAC. Discussion pertaining to the timeline of approving ad-alternates ensued. Mr. Olds recommended a special meeting be scheduled to award the bids from Bid Package #4 that will be opened at the March 18th meeting. A second special meeting will need to be scheduled prior to the regularly scheduled April meeting to discuss and approve the ad-alternates from Bid Package #3. Mayor Brainard asked what the anticipated completion date was at this time. Mr. Moriarity answered the PAC construction will be substantially complete by July 2010, with a three month time period for the architects to complete the acoustics of the PAC. Mr. Carter asked if there were any current problems or concerns with the construction or construction schedule. Mr. Moriarity said there are either weekly or bi-weekly meetings and that there have been no problems thus far. Update on Properties Mr. Olds announced an incident that occurred Sunday, February 17, 2008 when pieces of the steel decking blew off one of the City Center buildings due to high winds. [Please see attached letter from Signature Construction.] The steel has been restored and Signature Construction is monitoring the site. Mr. Carter commended the job that Signature Construction, Bob Olson of CSO Architects and a man from one of the local fabricators (name not known) did to repair the steel. Action Item #1: Awarding the Food and Beverage Service Contract for Brookshire Golf Course Mr. Carter expressed his preference to table the action item. Ms. Anker agreed due to the presentation from the golf management company and the possibility of hiring such company for the Brookshire Golf Course. Mr. Worrell also agreed to table the action item. CRC Meeting, February 19, 2008 4 Mr. Worrell moved that the CRC table the agenda item for a future meeting. Seconded by Ms. Anker and unanimously approved. Action Item #2: Awarding the Contract for the Energy Center: Temperature Control System Contract Mr. Olds reported the commission had approved a budget which allowed for a Temperature Control System in a previous bid package for the construction of the PAC. The allowance was a total of $135,000. The construction manager at this time would like to carry out the bidding of the contract and has come forward with a bid total of $107,000 for that part of the project, which falls under the $135,000 already approved. Mr. Worrell questioned whether this was part of the previous original bid packages. Mr. Olds explained that the original bids did not contain particular pieces including the Temperature Control System, which was going to be bid at a later date due to needing more information. The commission approved an allowance of $135,000 for a Temperature Control System at that time. Discussion regarding the process of bidding for the Temperature Control System ensued. Ms. Anker moved to accept the bid of Leech and Russell in the amount of $107,000 for the Energy Center’s HVAC Controls System Contract. Seconded by Mr. Worrell and unanimously approved. Action Item #3: Approval of Change Order for Energy Center: Water Treatment System Mr. Olds referenced a letter from John Duffy, Director of Carmel Utilities, that explains that the City of Carmel does not provide softened water 365 days a year. Mr. Olds explained the engineers were under the impression softened water was provided on a continuous bases in the City of Carmel. Softened water is necessary to maintain the sensitive equipment used in the Energy Center. Therefore, the engineers recommend the Energy Center have its own water softening system installed. The net cost for the water treatment system is $52,744.00. Mr. Carter stated that during the summer, due to irrigation of lawns of residences and businesses within the community covered by the water system, there are 20-25 days when the City of Carmel can not guarantee the water from each of the plants is softened. The equipment for the Energy Center would guarantee the water would be softened 365 days a year. Mr. Worrell moved to approve the change order in the amount of $52,744.00 to the Leech and Russell Contract to allow water softening capability to the Energy Center at all times. Seconded by Ms. Anker and unanimously approved. Financial Matters Ms. Mielke reported the January 2008 end of month balance for fund 902 is $4,394,941.00. Tax Increment Finance distribution was received in $4,500,906.00. Action Item #4: Approval of 2008 Façade Enhancement Grant Funds CRC Meeting, February 19, 2008 5 Ms. Mielke reported by March 1st, 2008, the anticipated façade grant requests will be close to $15,000 and requested the approval of $30,000 for the 2008 façade grant fund. Mr. Carter questioned the 2007 façade grant approval and Ms. Mielke reported the approved amount was $25,000 but was exceeded with a final total of $32,500. Mr. Carter asked if $30,000 was too conservative for the 2008 budget. Mr. Olds explained the façade grant process in regards to fund approvals and timing of the completion of the grants or enhancement work. The commission previously stated that façade grant funds would not roll over each year and that a new amount must be requested each year. Ms. Anker moved to approve the 2008 Façade Enhancement Grant funds in the amount of $30,000. Seconded by Mr. Worrell and unanimously approved. Action Item #5: Approval of 2008 budget Ms. Mielke reported the 2008 projected uses or forecasted expenditures are in the amount of $13,064,935.00. Mr. Worrelll moved to approve the 2008 budget in the amount of $13,064,935.00. Seconded by Ms. Anker and unanimously approved. Mr. Worrell questioned the $2 million difference between 2008 and the 2007 budget. Ms. Mielke reported the number of construction projects has been reduced. Invoices in the amount of $786,371.08 from general fund 902 were submitted. Move for approval of these invoices by Mr. Worrell. Seconded by Mr. Anker and unanimously approved. Invoices in the amount of $119,367.52 for BGC fund 905 were submitted. Move for approval by Mr. Anker. Seconded by Mr. Worrell and unanimously approved. Ms. Anker questioned an adjustment amount of $1,380.00. Ms. Mielke reported a purchase order was submitted for Megan McVicker, a contract employee with the CRC that was to be placed in fund 902. Due to an error in the Clerk Treasurer’s office, it was placed in 905. It will be corrected. Disbursement in the amount of $2,054,187.53 from the PAC construction fund was requested. So moved by Ms. Anker. Seconded by Mr. Worrell and unanimously approved. Mr. Anker requested Ms. Mielke explain the process of reimbursed payments from subcontractors with insufficient detail. Ms. Mielke explained the State Board of Accounts has very strict guidelines for public sectors regarding payment of invoices. Ms. Mielke makes sure each invoice has a receipt and proper documentation for reimbursable expenses. Ms. Anker commended Ms. Mielke for her due diligence in reviewing the invoices. CRC Meeting, February 19, 2008 6 Old Business Mr. Olds reported the screening of the mechanical equipment at Pedcor Square will be corrected starting in the next two weeks, weather depending. Mr. Olds also reported the ground signs at Old Town Shops I & II are now painted black and that the sign program is moving forward. There is also a sign panel located in front of the Carmel Music Center, adjacent to the Lurie Building. These sign panels are being used for the condos and for second floor use. Mr. Carter congratulated the success of the recent Art Walk in the Arts & Design District. He urged merchants that are not galleries to stay open during the walk to take advantage of the traffic brought to the area during these events. New Business Mr. Carter announced the issue of a large number of cars during school hours parking in the Old Town area including the Lions Club parking lot. Mr. Olds stated he is working to resolve the issues in coordination with the Police Department, and not harming those individuals legally parked in the area. Mr. Olds is working with the Street Department on signage and limiting the parking to three hours. Mayor Brainard requested the signage be in accordance with the statute in regards to towing. Mr. Olds reported parking passes have been distributed as well. Discussion ensued. Mr. Worrell requested an announcement be sent to the Carmel High School to let students know of the time limit and that towing will take place for those who disregard the limits set. Mayor Brainard requested that all announcements be made regarding the time limit only and that they not unfairly be directed at high school students. Next Meeting Next regular meeting is March 18 2008, executive session at 6 p.m., public meeting at 7 p.m. Adjournment Mr. Worrell moved the meeting be adjourned. Seconded by Ms. Anker. The meeting was adjourned at 9:47 p.m.