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HomeMy WebLinkAboutCRC-01-15-08CRC Meeting, January 15, 2008 1 CARMEL REDEVELOPMENT COMMISSION Meeting, Tuesday, January 15, 2008 President Ron Carter called the meeting to order at 7:15 p.m. Commission members William Hammer, Jeff Worrell, Rick Sharp and Carolyn Anker were present, constituting a quorum. Also present were Mayor Brainard, Les Olds, Karl Haas, Sherry Mielke, Andrea Stumpf and Darrell Norris. Others present: From Shiel Sexton: Mike Anderson, Joe Shanahan, Tony Eisenhut From CSO: Dan Moriarity, Brandon Bogan From OMNI Productions: Winston Long, Ben Dewhurst Contractors and members of the public or press: [See sign-in sheet for detail.] Sarah Godby, Dan Grossman, Francesca Jarosz, Rick Osborn, Kevin Rider and Paul Lushin Prior to tonight’s executive session, Ron Carter, Rick Sharp, Carolyn Anker, Jeff Worrell and William Hammer were given the oath of office for 2008. Election of Officers Ron Carter was elected as president, Bill Hammer was elected as vice-president and Rick Sharp was elected as secretary. Approval of Minutes December 18, 2007: Moved for approval by Mr. Worrell. Seconded by Ms. Anker and unanimously approved. December 28, 2007: Moved for approval by Mr. Hammer. Seconded by Rick Sharp and unanimously approved. Reports from Architects and Engineers Mr. Moriarity introduced Mike Anderson from Shiel Sexton Company, the construction manager, to give an overview of the progress on the energy center. Ron Carter announced this was the first CRC meeting to be televised and asked that those present (and for viewers) to please be patient as they work out the logistics of the new televised format. Mr. Anderson reported that work is progressing on the energy center with the installation of the tunnel about 50% in place. The masonry on the building is to a point they are able to set the structural steel, which will be set this week. The mechanical room that will house all the equipment will be in by this week. They will then be able to begin installing the underground utilities that go inside the building. CRC Meeting, January 15, 2008 2 Mr. Anderson reported announced that a lot of work is taking place on the Performing Arts Center (PAC). H-piles, legging and tiebacks are installed. Four deep wells are in place to de-water the site. Major excavation of the site has begun. Construction manager trailers are now in place. Construction contracts have been released. Foundations could be in place by end of February or mid-March. Rick Sharp requested an explanation of the energy center and tunnel. The explanation is for clarification and benefit of viewers who may not be aware of the details of the project. Dan Moriarity explained the energy center is a separate building being constructed on a specific parcel referred to as 7C, located south of the PAC. The energy center will house equipment that serves both the PAC and the theatre building. One underground tunnel will connect the energy center to the mechanical room of the PAC and carry the chilled water and steam pipes to heat and cool the PAC. A similar tunnel will connect to the theatre to serve the same purpose. Les Olds announced the construction manager will prepare a written monthly report to the Commissioners. Mr. Olds distributed the first report from the construction manager. Ron Carter questioned the movement of dirt to the temporary site located north of the development. Mr. Olds explained that due to the restrictions of the site, excess dirt will be trucked north to a temporary site adjacent to the previous Street Department site. The balance of the dirt will be disposed of by the construction manager. The street cleaning is the responsibility of the construction manager. Work will take place between the approved noise ordinance hours of 6 a.m. – 10 p.m. Mayor Brainard questioned the status of an on-site webcam so the community can watch the construction progress. Mike Anderson announced the presence of a webcam will be part of the next bid package, and should be up and running by May or June of this year. Jeff Worrell questioned the progress of the Indiana Design Center. Discussion ensued regarding the steel delivery schedule. Update on Properties Action Item #1: Approval of the establishment of a Plan Review Panel. Karl Haas stated that a question of how the CRC would proceed in approving plans for redevelopment projects going forward was discussed at the previous CRC meeting. Les Olds had examples of the types of documents needing approval during the plan refinement process, first: schematic design, second: design development documents and third: construction drawings. He then explained the current process for approval. Mr. Haas stated that he and Mr. Olds propose the establishment of a Plan Review Panel (PRP) comprised of two designated members of the commission and Mr. Olds. When a CRC Meeting, January 15, 2008 3 project is approved and a project agreement is signed, the elevations and site plan would be attached as exhibits. The Plan Review Panel would be responsible for reviewing and approving any schematic design drawings but would be required to bring any material changes from the original design concept before the CRC. The Plan Review Panel would have the authority to approve schematic design drawings that are consistent with what the commission has already approved. It was additionally proposed that before approval of the PRP is given, the schematic design drawings and the design development documents would be made available for individual commissioner review and comment. If any commissioner finds a problem that needs to be brought before the entire commission, a special meeting will be called and a presentation from the developer will be requested. Mr. Hammer questioned how the process interfaces with the application for permits and any other reviews that take place. Mr. Haas stated that the process is intended to be complimentary and not replace the process required by the developer to obtain all the construction permits and for proceeding through ADLS. Mr. Olds stated the importance of projects going through TAC review. All CRC projects go through TAC review to make sure that all other city and county agencies approve of the project and guide the CRC, in case the project has a large impact on other city or county projects. The Carmel Fire Department and the Department of Community Services (DOCS) will have a part in reviewing the concepts and design. Ms. Anker wanted verification that the members of the PRP would only be responsible for reviewing the schematic designs and design development documents. Mr. Haas stated this was true. Mr. Sharp questioned if this process was consistent with the way the CRC functioned previously in active construction periods and stated the role of the CRC in the past few years has been more of approval of the conceptual planning. Mr. Sharp requested verification that the new process reaffirms the basic policy which was in place, before a premise under which the commission acted. Mr. Olds stated that was correct. Mr. Haas noted one difference is that it would be required that the plans be available for review of all commission members. Mr. Sharp questioned if the PRP would serve for the ADLS review in regards to C1 and C2 zoning projects, and then advise the hearing officer or the Director of DOCS. Mr. Olds stated that the hearing officer of DOCS will not conduct his final hearing until the redevelopment commission has reviewed, passed on it, and accepted the final revisions of the plan. Mr. Carter questioned the large amount of documentation for review by the PRP. Mr. Olds stated that historically, a design development package was brought before the commission for approval. CRC Meeting, January 15, 2008 4 Mr. Sharp moved that the CRC establish a Plan Review Panel comprised of the Executive Director and two members of the Carmel Redevelopment Commission who will be designated by their peers to serve. Seconded by Mr. Worrell and unanimously approved. Action Item #2: Approval of the designation of two members of the Carmel Redevelopment Commission to serve on the Plan Review Panel. Ms. Anker moved to designate Mr. Worrell and Mr. Sharp to serve with Les, the Executive Director of the commission to review and approve the plans and documents coming out of the CRC projects. Seconded by Mr. Hammer and unanimously approved. Action Item #3: Approval of John Deere Assumption of Lease Agreement. Mr. Haas explained that when the CRC acquired the Brookshire Golf Course, it included the acquisition and assumption of various obligations of the prior owner under agreements and including equipment leases. John Deere has requested to confirm that agreement and that the CRC sign an agreement with John Deere. Mr. Haas has reviewed the agreement and does not impose upon the CRC any additional liability of what it had previously assumed at the closing of the golf course. John Deere has confirmed there were no defaults under the equipment lease at the time of the closing. Mr. Hammer moved for approval of the John Deere Assumption of Lease Agreement. Seconded by Ms. Anker and unanimously approved. Review of Bid to Provide Food and Beverage Services at Brookshire Golf Course Mr. Haas reminded the commissioners that an RFP was published requesting bids from respective food and beverage service operators. One bid, from Ritz Charles, was received. The bid is a conforming bid, meeting the requirements of the published RFP. Mr. Haas invited questions or comments of the bid submitted by Ritz Charles. He suggested there would be a vote at the next CRC meeting whether to accept or reject the bid. Ms. Anker referred to the bid proposal and the CRC’s responsibility of “any required structural repairs and upgrades of lavatories or any required repairs of re-flooring of tiled areas.” Ms. Anker questioned who would determine what is and is not required and if such determinations have been made and if there is a third party responsible for doing that. Mr. Haas answered that the determinations have not been made and that the requirements are at a minimum of what is necessary to comply with health and occupancy codes. As the CRC proceeds with an agreement, they should expect that those items should be identified and agreed as well as obtain a quote or estimate of cost. Mayor Brainard requested that Mr. Haas explain the difference between a bid and a contract that follows. Mr. Haas explained that the bid is the proposal pursuant to which the bidder would undertake the operation of the food and beverage services. The bid CRC Meeting, January 15, 2008 5 would be accepted subject to the approval of a detailed operating agreement, which would specify what the respective responsibilities of the operator and the commission are. Sarah Godby with Ritz Charles was present to answer questions about the Ritz Charles bid. Ms. Godby stated the funds were for capital improvements for the kitchen and other areas that aren’t functioning or aren’t up to code. Mr. Sharp requested a better mechanism be in place to see that the CRC agrees on improvements to be made and the fair market value of those improvements. Mr. Sharp would like to see hard target numbers and a more defined mechanism for agreement between the parties that the amounts being spent are reasonable and are required for the good of the food and beverage operation. Mr. Sharp questioned whether the CRC, as an instrumentality of the City of Carmel, can hold the liquor license at Brookshire while operating a golf course. Mayor Brainard clarified the CRC operates as an instrumentality of the City and can hold the license. Mr. Sharp asked if the Ritz Charles can operate the facility with the CRC’s liquor license. Mayor Brainard said they could operate as a caterer under the license. Mr. Sharp suggested Ritz Charles operate under the CRC’s license or bring their own full service license to the Brookshire Golf Course as to not give up the competitive advantage. Mr. Sharp asked if there were any other responses to the RFP. Mr. Haas stated this was the only bid received. Mayor Brainard thanked the Ritz Charles for bidding. Ms. Anker questioned if there was any interest from the commission for the Ritz Charles to provide any additional information prior to a vote. Mr. Haas stated it was appropriate to request any additional information at this time. Ms. Anker stated she would be interested in more detail on the operating budget or pro forma, as well as proposed financial terms for their board, and an interview with the manager. Mr. Carter requested the commission members send any additional suggestions to Mr. Haas regarding the bid prior to the next meeting. Mr. Hammer questioned if the CRC has sought the input of the golf course advisory committee in regards to the menu to be provided. Mayor Brainard said no specifics were included and that it could take place with the drafting of the contract. Mayor Brainard also requested of Mr. Haas to address the possibility of a new clubhouse and how that’s handled if it occurs in the middle of the contract term. CRC Meeting, January 15, 2008 6 Mr. Worrell asked Ms. Mielke if the revenue for the Brookshire Golf Course under food and beverage was around $88,000. Ms. Mielke stated those were the revenues for one year. Financial Matters Ms. Mielke reported the combined end of year 2007 fund balance for funds 902 and 905 is $1,822,227.00. Ms. Mielke pointed out the expenditures came under budget by $1,043,152 for 2007. Ms. Anker questioned the presence of only one TIF distribution present on the sheet. Ms. Mielke explained Hamilton County produced a delayed TIF distribution in the amount of $4,500,000 which should have been received in December 2007 but had just been received two days prior to the meeting. Ms. Anker questioned the $593,000 present in the “Miscellaneous” line item for revenues. Ms. Mielke said she would email the list of revenues. Mr. Carter questioned if the TIF distribution recently received would be added to the $4,858,087 already budgeted. Ms. Mielke said she would be submitting a report for the 2008 budget with the TIF distribution reflected in the end of month January balance. Mr. Carter verified that if the CRC had received the TIF payment in 2007, the total for payments would have been $9.3 million versus the $7.8 million projected. Ms. Mielke said that was correct. Invoices in the amount of $1,095,464.03 from fund 902 were submitted. Move for approval of these invoices by Mr. Sharp. Seconded by Ms. Anker and unanimously approved. Invoices in the amount of $67,300.51 for BGC fund 905 were submitted. Move for approval of these invoices by Mr. Sharp. Seconded by Mr. Hammer and unanimously approved. Disbursement in the amount of $1,653,044.64 from the PAC construction fund was requested. So moved by Mr. Hammer. Seconded by Ms. Anker and unanimously approved. Ms. Mielke distributed the proposed 2008 budget and forecast and requested the commissioners review for approval of the budget at the next meeting. Mr. Sharp questioned if the land purchases noted in the project uses were commitments. Ms. Mielke stated they were. Mr. Hammer asked if Umbaugh and Associates had done any preliminary work on the actual estimates of what is anticipated for 2008. Mr. Olds reported that Umbaugh is constantly updating and reviewing. Discussion ensued. CRC Meeting, January 15, 2008 7 Ms. Mielke announced that February 14th is the Valentine’s Art Walk in the Arts & Design District from 6-10 p.m. with wine, cheese and gallery exhibits. In addition, the Arts & Design District website started in December of 2006 with total hits of 57,761. December 2007 total hits were 144,481. July 2007 is still the highest month with 205,273 with Rock the District. The amount of unique visitors to the site has tripled since December 2006. Mr. Sharp questioned when there would be a new budget for Brookshire Golf Course. Ms. Mielke said a new budget will be ready next month with Steve Engelking presenting a new budget along with Mr. Blockums. Old Business Mr. Sharp requested an update from Pedcor Company regarding Pedcor Square and the screening of the mechanicals. Mr. Olds said he has been in contact with Pedcor to get it taken care of. Mr. Carter requested it be taken care of for all the buildings within the next eight weeks. Mr. Worrell questioned if the Old Town Shops I and II were on track for the January 31 deadline for signage. Mr. Olds reported there is almost daily contact with the merchants and signs are being created and installed. Mr. Carter requested the white blanks will be removed if signs are not up by January 31. Mr. Olds stated the unused white signs will be painted black. New Business Mr. Sharp proposed the CRC filming a short PSA on the Carmel Redevelopment Commission and the scope of what this body does and a few of the things the body has done. Mr. Hammer noted that agendas and minutes are now being posted on the city’s website for the public’s review. Mr. Hammer questioned the status of the state legislature in regards to property tax reform and Tax Increment Financing. Mayor Brainard said they have been working with the Indiana Association of Cities and Towns, Indiana Conference of Mayors and Chris Johnson, architect of the plan for the governor. Discussion ensued. Next Meeting Next regular meeting is February 19 2008, executive session at 6 p.m., public meeting at 7 p.m. Adjournment Mr. Sharp moved the meeting be adjourned pending signing of documents. Seconded by Mr. Hammer and unanimously approved. The meeting was adjourned at 8:31 p.m.