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HomeMy WebLinkAboutCRC-11-18-09 CRC Meeting, November 18, 2009 CARMEL REDEVELOPMENT COMMISSION Meeting, Wednesday, November 18, 2009 Tom Crowley was sworn in prior to the executive session at 5:30 p.m. President Ron Carter called the meeting to order at 6:40 p.m. Commission members Bill Hammer, Carolyn Anker, Tom Crowley and Greg Phillips were present, constituting a quorum. Also present were Karl Haas, Les Olds, Andrea Stumpf, Don Cleveland and Matt Worthley. Others present: From Shiel Sexton Co.: Mike Anderson From CSO Architects: Brandon Bogan Others present: Judy Anderson The Pledge of Allegiance was said. Approval of Minutes October 21, 2009: Moved for approval by Mr. Hammer. Seconded by Ms. Anker and passes with three in favor and one abstention (Tom Crowley). Financial Matters Mr. Cleveland announced the October 2009 end of month operating balance for the CRC General Fund is $2,880,808 Mr. Cleveland requested the Commission's approval to pay invoices for the CRC General Fund in the amount of $899,025.81. Ms. Anker moved to approve CRC General Fund claims as submitted. Seconded by Mr. Hammer and passed unanimously. Mr. Cleveland requested the approval of the Disbursement of Funds from the PAC Construction Fund in the amount of $5,183,764.31. Moved for approval by Ms. Anker, seconded by Mr. Hammer and passed unanimously. Mr. Cleveland request approval of the PAC Construction Fund invoices in regards to the emergency repair costs totaling $708,934.80. Mr. Olds explained that as a result from a discussion with the State Board of Accounts, the requirement is the CRC specifically recognize those repairs and approve and authorize the repair and the payment for the repair. Costs will be presented as a separate line -item for approval as an unforeseen condition. A program has been set up to go back and recover all the additional costs that were a result of this roof incident. Total costs of the repairs will include the cost of the repair as well as the cost due to the delays. Mr. Haas explained that multiple parties are responsible for the defect in the work. It has not been determined at this point what percentage or proportion of the responsibility is for each contractor, and once it is, the CRC will be able to collect from the parties involved. 1 CRC Meeting, November 18, 2009 Mr. Hammer moved for approval of invoices in regards to emergency repairs in the amount of $708,934.80. Seconded by Ms. Anker. Mr. Hammer moved to amend the motion to include "due to unforeseen conditions." Seconded by Ms. Anker. The amended motion passed unanimously. Intra -Fund Transfer Mr. Carter explained that due to the unanticipated expenditures regarding certain projects and due to the lower than anticipated expenditures regarding construction expenses, it is requested to transfer funds from the construction account to the following line items: Operations: $250,000 Miscellaneous Grants: $50,000 Marketing Communications: $50,000 Legal Fees: $200,000 A &E: $200,000 Administrative: $50,000 Miscellaneous: $70,000 Totaling $870,000 Mr. Olds explained the need to redistribute various funds into other categories. The majority of the funds come from the construction line item resulting from fluctuations from the forecast as well as construction that was originally slated for 2009 that will now begin in 2010. Moved for approval by Mr. Hammer, seconded by Ms. Anker and unanimously approved. Committee Reports No Committee Reports at this time. Update on Properties Mr. Olds reported the VFW is moved into their new building with a dedication ceremony having taken place November 11, 2009. Mr. Carter thanked both Mr. Olds and Mr. Haas for their work and dedication to ensuring this deal took place. Mr. Olds explained the proposed roundabout at Range Line Road and Carmel Drive will have a 1 -2 year delay. Mr. Anderson with Shiel Sexton, Construction Manager for the PAC, gave an update on the construction progress. Arts Design District No update at this time. 2 CRC Meeting, November 18, 2009 Old Business Veterans Way Phase I Mr. Olds explained the bid for Veterans Way and the scope of the bid. The Construction Manager has reviewed the bids and recommended the contract be awarded to Gibraltar for the mud -slab and waterproofing in the amount of $1,118,000 and an amendment to the contact including the brick pavers for Hanover Square and Chandelier Court to Gibraltar in the amount of $351,887. Also recommended was $172,350 in Construction Manager fees for the project to Signature Construction. It is recommended to approve these contracts in the total amount of $1,642,237 subject to available funding. Ms. Anker moved to approve the contracts with Gibraltar Construction and Signature Construction in a total amount of $1,642,237 as subject to available funding. Seconded by Mr. Hammer and unanimously approved. Parcel 7 PAC Retaining Wall Package Mr. Olds explained that bids were opened at the previous CRC meeting for the retaining wall that runs along City Center Drive to shield the truck dock area. This bid covers the cost of the concrete only. The bid package is critical to begin the site work around the exterior of the building. Mr. Hammer moved to approve a contract with Lithko Contracting, Inc. in the amount of $176,000 for the bid package P.7 PAC Retaining Wall subject to available funding. Seconded by Ms. Anker and unanimously approved. New Business Add -On Item: Theater Facilities Agreement between CRC and Booth Tarkington Civic Theater of Indianapolis, Inc. Ms. Anker moved to add the Theater Facilities Agreement to the CRC agenda. Seconded by Mr. Hammer and unanimously approved. Mr. Haas explained the Theater Facilities Agreement between the CRC and Booth Tarkington Civic Theater of Indianapolis, Inc. The 100 year agreement relates to the operation and use of all the theater facilities located on the Parcel 7C area including the Main Stage Theater, Black Box Theater, all back of house facilities and rehearsal spaces. Mr. Carter thanked both Mr. Haas and Mr. Olds for the efforts in regards to this deal. Mr. Hammer moved for approval of the Theater Facilities Agreement between CRC and Booth Tarkington Civic Theater of Indianapolis in such form as the president is satisfied with the additional exhibit. Seconded by Ms. Anker and passed three in favor and one abstention (Tom Crowley). 3 CRC Meeting, November 18, 2009 Other Business No other business at this time. Announcements Ms. Stumpf announced that the Holiday Gallery Walk on Saturday, December 12 from 5 -10 p.m. with more family friendly activities taking place earlier in the day starting at 11 a.m. Adjournment Ms. Anker moved the meeting be adjourned and seconded by Mr. Hammer. The meeting was adjourned at 7:35 p.m. The next regularly scheduled meeting is Wednesday, January 20, 2010 at 6:30 p.m. 4