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HomeMy WebLinkAboutCRC-10-19-11CRC Meeting, October 19, 2011 CARMEL REDEVELOPMENT COMMISSION Meeting, Wednesday, October 19, 2011 Vice President Carolyn Anker called the meeting to order at 6:40 p.m. Commission members Jeff Worrell, Brad Meyer and Greg Phillips were present, constituting a quorum. Commissioner Dave Bowers was present for the meeting beginning at 7:25 p.m. after giving a CRC update for the special meeting of the City Council. Also present were Les Olds, Karl Haas, Don Cleveland, Michael Lee, Megan McVicker, Melanie Lentz and Matt Worthley. Others present: Jim Higgins, Jim Mullet and Bryan Mitchell The Pledge of Allegiance was said. Approval of Minutes September 21, 2011: Moved for approval by Mr. Worrell, seconded by Mr. Meyer and unanimously approved October 3, 2011: Moved for approval by Mr. Meyer, seconded by Mr. Worrell and unanimously approved Financial Matters Mr. Higgins announced the September 2011 end of month operating balance is $397,669. Mr. Higgins requested the Commission's approval to pay invoices for the CRC General Fund in the amount of $942,796.56. Mr. Worrell moved to approve CRC General Fund claims in the amount of $942,796.56, seconded by Mr. Meyer. Passed unanimously. Mr. Higgins requested the approval of PAC invoices for regular construction in the amount of $164,409.16. Discussion ensued regarding timing on the final PAC disbursement invoices. Mr. Meyer moved to approve disbursement of funds from the PAC construction fund in the amount of $164,409.16. Seconded by Mr. Worrell and passed unanimously. There were no change orders to come before the Commission this month. 2011 Budget Review Mr. Higgins referenced a handout comparing the current and revised 2011 budget and outlined the revisions. Discussion ensued regarding the budget, particular line items and the formatting of the budget sheet. It was determined that Commissioners would like more time for review of this matter with staff and the Finance Committee before taking any action of the full Commission. Mr. Worrell moved to table review of the budget until the Commission has more time for the review. Seconded by Mr. Meyer and passed unanimously. 1 CRC Meeting, October 19, 2011 Committee Reports Mr. Worrell stated there has been no business to come before the Plan Review Panel Committee since the last meeting. Ms. Anker stated there has been no business to come before the Finance Committee since the last meeting. Mr. Meyer noted the payroll service for CRC staff is working well and that the 401(k) will take place first of year. Mr. Meyer also noted that money is being saved by the Commission by switching to this payroll company. Update on Properties Mr. Olds opened the floor to questions regarding properties outlined in the monthly Commissioners' packet. Discussion ensued regarding the rebuilding of 2nd Ave on the west side of Sophia Square and the parking deck at City Center. Marketing & Public Relations Update Ms. Lentz gave an update on the Oktoberfest event and stated it was a very successful event. CRC Staff continues to work in conjunction with the City of Carmel for the Veteran's Day Ceremony on Thursday, November 10, 12:00 p.m. at the Tarkington Theater. The Arts & Design District public parking map is officially complete and is currently at the printer for production. Maps will be distributed to the Hamilton County Convention of Visitor's Bureau, City of Carmel, and District businesses. IU Health filmed a commercial in the Arts & Design District at Carmel Old Town Antique Mall and Eye on Art Gallery highlighting their patients and their interests. Old Business Approval of Proliance Energy Contract Mr. Olds referenced the presentation by Proliance Energy at the September 21, 2011 CRC meeting and the authorization of staff to proceed with negotiation of a contract. Mr. Olds noted counsel has reviewed the contract and is close to a resolution of satisfaction. Mr. Olds requested the CRC authorize the President to sign the contract once it has been approved by Wallack, Somers & Haas. Mr. Worrell moved to approve the execution of the Proliance Energy contract, subject to approval by CRC counsel. Seconded by Mr. Meyer. Discussion ensued regarding the commencement of the contract. Unanimously approved. Approval of Additional Speakers for Palladium Sound System Mr. Olds gave background regarding the request for additional speakers at the Palladium and noted that the purchase of the speakers would save significant amounts of money on the rental fees that are currently incurred each month. 2 CRC Meeting, October 19, 201 1 Mr. Olds stated it was staff's recommendation that the Commission approve the purchase of the speakers in the amount of $98,921.72. Discussion ensued regarding how much has been spent on rentals as well as who initiates the requests and oversees the equipment. Mr. Worrell moved to approve the final installment of equipment for the Palladium in the amount of $98,921.72, seconded by Mr. Meyer. Ms. Anker proposed an amendment to the motion to include subject to available funding. Mr. Olds also proposed adding "subject to Finance Committee approval." Mr. Meyer requested that Palladium staff attend the CRC meetings to explain their requests. Mr. Worrell restated his motion. Mr. Worrell moved to approve payment for the additional sound system request of the Palladium in the amount of $98, 921.72, with approval of the Finance Committee and subject to available funds. Seconded by Mr. Meyer and unanimously approved. Approval of Additional Stools, Chairs and Carts for Tarkington Theater Mr. Olds referenced a list of equipment requested by Civic Theater, Palladium staff and facilities managers for the theaters. Mr. Olds requested the Commission approve the purchase of additional furniture, stools, chairs and carts for the Tarkington Theater with a note that some of this material will also be used in the Studio Theater. Discussion ensued with regard to the inventory process and determination of the items on the list. Mr. Worrell noted his displeasure that the original amount of items on the list requested was found to be higher than what was actually needed, after review and coordination by CRC staff. Mr. Worrell stated his thought that the entities should come back and justify the request before approval. Discussion ensued regarding how the requests are initiated and reviewed, as well as to what extent these items are the Commission's responsibility for purchase. Mr. Meyer moved to approve for the Tarkington and other theaters $25,150, subject to Finance Committee approval. No second was received for the motion. Ms. Anker noted the silence from Commissioners, as well as the previous discussion, seemed to indicate a desire to table this item for further consideration and potential discussion about the process in addition to receiving justification of the request from a member of the Center for the Performing Arts. Mr. Meyer withdrew his previous motion. Discussion ensued. 3 CRC Meeting, October 19, 2011 Ms. Anker questioned if, in light of the conversation, it was advised or possible to undo the approval for action item #4 regarding Palladium speakers and approve it at a later date after having a representative from the Center for the Performing Arts make an appeal. Mr. Haas stated Ms. Anker could entertain a motion to rescind prior approval of action item #4. Discussion ensued regarding rescinding action item #4 and tabling action items #5 and #6. Mr. Worrell suggested action item #4 remain as approved. Mr. Worrell moved to table action items #5 and #6, seconded by Mr. Bowers. Mr. Worrell suggested that the CRC have a rule that entities requesting money send a representative to the CRC meeting to explain their request and answer any questions. Unanimously approved. Approval of Loose Theater Equipment for Tarkington Theater This action item was tabled based on the motion approved previously. Approval of Palladium Landscape Limestone Planters Mr. Olds gave background on this project, including budget and timing of landscaping, and referenced a rendering of the project, noting the limestone planters are in the shape of musical notes. Mr. Olds requested approval to award the contract for the limestone planters, subject to available funding and approval of the Finance Committee. Mr. Olds noted this is not high on the priority list but having the approval would allow staff to order the planters with enough time for the 6 month fabrication timeline, should funding become available. Ms. Anker spoke on behalf of the Finance Committee stating this has been discussed and that there was a desire by the staff to begin the conversation of approval understanding this does not mean the Commission would immediately engage in spending the money but that it would be considered among the approved projects for consideration among the prioritization list. Discussion ensued. Mr. Worrell stated he thought it should come down to the Finance Committee's stewardship and judgment. Mr. Worrell also stated his belief that this is something that needs to be done if it is in the budget, as the planters are memorable. Mr. Worrell moved to approve the amount of $457,000 for the note landscape limestone features per review by the Finance Committee and subject to available funding. Seconded by Mr. Bowers. The motion was passed with one abstention by Mr. Meyer. New Business Approval of Installment Contracts to Purchase Parcel 5 Parking Garages and Related Certificates of Participation Mr. Olds requested this action item be tabled subject to a final review by the full Commission as well as the Finance Committee and brought back at a special meeting in the future. [This action item was addressed at a CRC special meeting on November 1, 2011]. Mr. Worrell moved to table action item #8, seconded by Mr. Meyer. Passed unanimously. 4 CRC Meeting, October 19, 2011 Added Action Item re: Draws of the 4CDC Mr. Worrell requested an action item be added to the agenda. He stated the 4CDC (Carmel City Center Community Development Corporation) has access to CRC funds through previous resolutions made. Mr. Worrell moved there be no further draws by the Carmel City Center Community Development Corporation without the prior written approval from the Carmel Redevelopment Commission. Seconded by Mr. Meyer and passed unanimously. Other Business None at this time. Announcements Discussion ensued regarding miscellaneous financial questions Mr. Bowers posed as well as questions from the City Council asked during his report. Mr. Bowers will e -mail the questions to staff for the answers that he will then forward to Council members. Adjournment Mr. Worrell moved the meeting be adjourned subject to the execution of documents and seconded by Mr. Bowers. The meeting was adjourned at 8:07 p.m. The next regularly scheduled meeting is Wednesday, November 16 at 6:30 p.m. 5