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2007-04-17 Special CIC MinutesMINUTES OF THE SPECIAL COMMUNITY IMPROVEMENT COMMISSION MEETING TUESDAY- -APRIL 17, 2007- -7:31 P.M. Chair Johnson convened the Special Meeting at 10:01 p.m. ROLL CALL - Present: Commissioners deHaan, Gilmore, Matarrese, and Chair Johnson – 5. Absent: None. CONSENT CALENDAR Commissioner Tam moved approval of the Consent Calendar. Commissioner Matarrese seconded the motion, which carried by unanimous voice vote – 5. [Items so enacted or adopted are indicated by an asterisk preceding the paragraph number.] (*07-012) Minutes of the Community Improvement Commission meeting held on April 3, 2007. Approved. (*07-013) Recommendation to authorize the Executive Director to execute a Consultant Agreement with Harris & Associates in an amount not to exceed $540,000, to be reimbursed by the Developer pursuant to the Disposition and Development Agreement, to provide Engineering Review and Construction Support Services for the Alameda Landing Project. Accepted. AGENDA ITEMS (07-014) Update on the Alameda Theater, Cineplex and Parking Structure Construction Project; and (07-014A) Recommendation to amend the Construction Contract with C. Overaa & Co. for the Civic Center Parking Garage to increase the Scope of Work and approve reduction of the contingency budget. The Redevelopment Manager gave a brief presentation. Commissioner Gilmore inquired whether either alternative would add to the length of the Contract. The Redevelopment Manager responded that she hopes to stay on schedule; stated the marquee and blade sign are custom items; shop drawings would need to be prepared; no additional costs would occur with a week or two delay. Chair Johnson inquired whether the blade sign and marquee canopy would be difficult to do later, to which the Redevelopment Manager Special Meeting Community Improvement Commission April 17, 2007 responded in the affirmative. Chair Johnson inquired whether other canopies could be added later, to which the Redevelopment Manager responded in the affirmative. Commissioner Matarrese stated that he likes Alternative #1; inquired whether either alternative would have an effect on the ability to get a tree easement or put a vine trellis/mural on the northern wall. The Redevelopment Manager responded architecturally there would not be a problem. Commissioner Matarrese inquired whether there would be a financial impact. The Redevelopment Manager responded the easement would have to be negotiated with Longs; stated that she does not know whether there would be financial implications. Commissioner Matarrese inquired whether vines could be planted without obtaining an easement. The Redevelopment Manager responded external planters become a high maintenance issue because the plants tend to die. Commissioner Matarrese inquired what would be the option for making the northern side look decent. The Redevelopment Manager responded vines take five to seven years to grow; stated an alternative would be to architecturally retrofit the northern elevation in the future; additional funding would be required; another alternative would be to do a temporary vinyl mural; a mural could be placed on the three, middle bay windows to break up the façade and cover the slope. Chair Johnson stated hopefully more contingency money would become available and other options could be explored. Commissioner deHaan inquired why the marquee canopy price changed drastically. The Redevelopment Manager responded that she speculates the original bid was not correct; stated staff would negotiate to reduce the cost if the Commission decides to pursue the option. Commissioner deHaan stated the northern elevation treatment changed drastically. Special Meeting Community Improvement Commission April 17, 2007 The Redevelopment Manager stated staff requested that the entire façade be retrofitted with additional concrete, foam, and pipe rails. Commissioner Matarrese inquired whether any economy would be gained by having the same people work on the parking garage marquee who are working on the Historic theater marquee. The Redevelopment Manager responded the matter could be explored; stated the parking garage signage was competitively bid. Commissioner deHaan inquired whether the Redevelopment Manager is comfortable with the contingency. The Redevelopment Manager responded the Construction Management Team is comfortable. Commissioner deHaan stated the contingency issue is different for the Historic Theater. The Redevelopment Manager stated the Historic Theater is a design- build project; the 10% contingency is very prudent. Commissioner deHaan inquired whether street and parking constrictions would last until the end of the project. The Redevelopment Manager responded that she hopes to alleviate the constrictions prior to the holiday season. Commissioner deHaan inquired whether the Park Street Business Association is comfortable with the timeline. Robb Ratto, Park Street Business Association (PSBA), responded staff has done an excellent job in keeping the lines of communication open; stated PSBA understands that the Oak Street closure could last until the end of the project; PSBA Board Members and merchants are much less concerned with the northern exposure than signage at this point; the PSBA Board will take a tour of the theater next Wednesday at 8:00 a.m.; stated Council is invited. Commissioner Matarrese moved approval to add Alternative #1 to the scope of work. Commissioner Matarrese stated that the blade sign is distinctive and important; other features can be added at a later date without difficulty if money is available; requested that staff continue to explore good solutions for the northern façade of the parking Special Meeting Community Improvement Commission April 17, 2007 structure. Commissioner Tam seconded the motion, which carried by unanimous voice vote – 5. ADJOURNMENT (07-015) There being no further business, Chair Johnson adjourned the Special Meeting at 10:30 p.m. in a moment of silence for the Virginia Tech massacre victims and with sympathy to the families and community. Respectfully submitted, Lana Stoker Acting Secretary The agenda for this meeting was posted in accordance with the Brown Act. Special Meeting Community Improvement Commission April 17, 2007