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HomeMy WebLinkAboutCRC-07-27-11 CRC Meeting, July 27, 2011 CARMEL REDEVELOPMENT COMMISSION Meeting, Wednesday, July 27 2011 President Bill Hammer called the meeting to order at 6:48 p.m. Commission members Carolyn Anker, Greg Phillips and Brad Meyer were present, constituting a quorum. Also present were Les Olds, Karl Haas, Don Cleveland, Michael Lee, Melanie Lentz, Megan McVicker and Matt Worthley. Others present: Jim Higgins, Bryan Mitchell and Megan Marshall The Pledge of Allegiance was said. Approval of Minutes June 15, 2011: Moved for approval by Ms. Anker, seconded by Mr. Meyer and unanimously approved. Financial Matters Mr. Higgins announced the June 2011 end of month operating balance for the CRC General Fund is $6,789,090. Mr. Higgins gave an update on a meeting he and Mr. Hammer held with the State Board of Accounts to review the 2010 audit. Mr. Higgins discussed two minor compliance items requested from the meeting. Mr. Higgins requested the Commission's approval to pay invoices for the CRC General Fund in the amount of $6,334,336.72. Discussion ensued. Ms. Anker moved to approve CRC General Fund claims in the amount of $6,334,336.72, seconded by Mr. Meyer. Passed unanimously. Mr. Higgins requested the approval of PAC invoices for regular construction in the amount of $243,014.02. Discussion ensued. Mr. Meyer moved to approve disbursement of funds from the PAC account in the amount of $243,014.02. Seconded by Ms. Anker and passed unanimously. Approval of Change Orders Mr. Olds outlined a change order request for Parcel 47 streetscape in the amount of $35,000. Mr. Olds stated this change order is the result of field conditions that occurred due to a survey and stakeout error by two survey companies. Mr. Olds stated they are asking to approve the change order at this point; however, there will be additional final assessment and accounting of the project at a later date. The contractor is entitled to the money for the work accomplished and the CRC staff will pursue recovery of the funds. Discussion ensued with regards to recovery of funds and approximate cost of future change orders associated with this work. Ms. Anker moved approval of the change order in the amount of $35,000 to be paid for Parcel 47, seconded by Mr. Meyer. Passed unanimously. 1 CRC Meeting, July 27, 2011 Ratification of Notice re: Intent of TIF Increment Mr. Higgins stated there has been a change in state law that requires redevelopment commissions to notify impacted taxing entities and the county auditor each year prior to July 15 of its intent to either retain all of its assessed value that is incrementally being captured or to notify them to what extent increment will be passed back to them. Mr. Higgins stated he sent written notification to all impacted entities of the Commission's intent to capture all of the increment for budget year 2012, but did not bring it to the Commission for consideration due to the timing of the last meeting. Mr. Higgins stated that, while his action met the statutory requirement, he would like to have official action on the record that it was the Commission's intent to do so. Mr. Higgins requested approval of Resolution 2011 -6 which indicates the CRC's intent to capture all the assessed value increment for budget year 2012 and ratifies the action taken. Ms. Anker stated that, while formal approval of the Commission was not taken on this matter, endorsement and discussion of this action was made by the Finance Committee prior to the notification. Ms. Anker moved approval of Resolution 2011 -6 re: Resolution of the City of Carmel Redevelopment Commission of its determination of the need to capture tax increment revenues. Seconded by Mr. Meyer and unanimously approved. Committee Reports Ms. Anker stated the Finance Committee has met two times since the last formal Commission meeting. Ms. Anker stated the committee continues to work on and finalize a new set of management information tools that will streamline the time of the CRC staff and minimize a portion of the expenditures with outside financial consultants. Mr. Cleveland gave an update regarding review of the employee payroll service companies. There has been no business to come before the Plan Review and Interior Design Committee since the last regular meeting. Update on Properties Mr. Olds opened the floor to questions regarding properties outlined in the monthly Commissioners' packet. Discussion ensued. Marketing Public Relations Update Melanie Lentz gave an update regarding Arts Design District parking and the parking map. Ms. Lentz also gave a review of a planning meeting regarding the 2012 Carmel Marathon event. Megan Marshall, CRC summer intern, gave an update on the Arts Design District events and listed the upcoming schedule. Discussion ensued with regards to the Sophia Square parking garage and Arts Design District signage. 2 CRC Meeting, July 27, 2011 Old Business Adoption of CRC Employees' Handbook Mr. Olds stated that, based on the direction of Commission members, the staff retained counsel from Bose, McKinney Evans to review the proposed handbook. Mr. Olds stated counsel reviewed the handbook and made a series of changes to benefit the Commission in addition to meeting the statutes required for employees. Mr. Olds stated that, should a new staffing company be obtained, any changes to the benefits section would be brought forward for approval as an amendment to the handbook. Mr. Meyer moved to adopt the CRC Employee Handbook, seconded by Ms. Anker. Unanimously approved. Approval of Sculpture for Arts Design District North Gateway Roundabout Mr. Olds gave background regarding the sculpture and outlined the plans for payment. Discussion ensued regarding Evan Lurie's review of the sculpture as well as potential plans for the roundabout. Ms. Anker moved approval of the purchase and installation of the Brad Howe Sculpture at the roundabout at the northern gateway of the Arts Design District in the amount of $80,000, subject to available funding. Seconded by Mr. Meyer and passed unanimously. Approval of June Streetscape Construction Payment Mr. Olds gave background on the Parcel 47 streetscape construction and outlined the structure and reasoning for this payment. Mr. Olds requested the Commission consider approval of the June payment, which would bring accounts current with the contractor, Gibraltar Construction. This would be approved with the understanding these funds would be reimbursed by the developer, Keystone Construction. An additional Gibraltar Construction invoice for May was approved within the regular invoices earlier in the meeting. Both the May and June invoices approved are eligible for reimbursement. Discussion ensued regarding the timeframe of receiving the reimbursement. It was anticipated funds should be available for reimbursement by Friday, July 29, 2011 due to a bond closing. Ms. Anker moved to approve Gibraltar Construction's invoice June payment in the amount of $340,754.00, subject to available funding, seconded by Mr. Meyer. Discussion ensued regarding the funding source. Passed unanimously. New Business Approval of Equipment for Tarkington Studio Theater Mr. Olds gave background regarding the original budget and plan for theater equipment. After determining Civic Theater's involvement in the project and their review of the equipment, an additional list of equipment needed for the Tarkington and Studio Theater was prepared by Civic Theater and the Center for the Performing Arts staff. Mr. Olds stated the equipment can be funded out of available installment purchase contract funds and recommended the Commission consider purchasing the proposed list of equipment. 3 CRC Meeting, July 27, 2011 Mr. Olds noted as an aside that discussion regarding Palladium equipment needs requested by the Center for the Performing Arts may be brought to the Commission at a later date; however, further detail and clarity need to be provided before that is done. Mr. Olds stated that approval of the equipment list presented should provide Civic Theater and Center for the Performing Arts staff with all necessary equipment they need to carry out production of their next season at both the Tarkington and Studio Theater. Discussion ensued with regards to the Palladium requests. Mr. Haas noted that the Palladium has been turned over to the Center for the Performing Arts and was accepted in the condition it was at the time of the turnover. Mr. Haas stated these types of items in question for approval are the Commission's ongoing responsibility for the Tarkington, which has not been turned over, as compared to situations that arise at the Palladium. Mr. Haas stated the Commission may decide to fund items for the Palladium since the Commission is still the owner of the building, but the Center for the Performing Arts has taken responsibility for the Palladium and any further improvements. Discussion ensued regarding inventory of the items. Mr. Olds stated all items will be tagged and accounted. Mr. Hammer questioned if he was precluded from acting on this matter due to conflict of interest, since he serves on the Board of Directors of the Carmel Performing Arts Foundation. Mr. Haas stated he is not precluded from voting because this is a completion of a Commission project and has not been turned over to the Center for the Performing Arts. Ms. Anker moved approval for the purchase of the Tarkington loose theater equipment in the amount of $158,871.60, subject to available funding. Seconded by Mr. Meyer and unanimously approved. Other Business None at this time. Announcements Mr. Hammer reminded everyone the Tarkington ribbon cutting is Sunday, July 31 at 1:00 p.m. Adjournment Ms. Anker moved the meeting be adjourned subject to the execution of documents and seconded by Mr. Meyer. The meeting was adjourned at 7:44 p.m. The next regularly scheduled meeting is Wednesday, August 17 at 6:30 p.m. 4