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2005-08-02 Special CIC MinutesMINUTES OF THE SPECIAL COMMUNITY IMPROVEMENT COMMISSION MEETING TUESDAY- - AUGUST 2, 2005- -7:27 P.M. Chair Johnson convened the Special Meeting at 8:03 p.m. ROLL CALL - Present: Commissioners Daysog, deHaan, Gilmore, Matarrese and Chair Johnson - 5. Absent: None. MTT\TTTTF,.q (05 -037) Minutes of the Special Joint City Council and Community Improvement Commission (CIC) meeting of June 21, 2005; the Special Joint CIC and Alameda Reuse and Redevelopment Authority meeting of June 28, 2005; and the Special Joint City Council and CIC Meeting of July 19, 2005. Approved. Vice Chair Gilmore moved approval of the minutes. Commissioner deHaan seconded the motion, which carried by unanimous voice vote - 5. [Note: Commissioner Matarrese abstained from voting on the June 28, 2005 minutes.] AGENDA ITEM (05 -038) Recommendation to approve the amended Contract with Architectural Resources Group, Inc. by increasing the Contract amount an additional $307,414 to provide additional pre - planning and construction administration services for the rehabilitation of the Alameda Theater. The Development Services Director gave a brief report. Commissioner deHaan stated that the original November 2003 Contract was for $79,000 and has increased to close to $1 million; inquired whether the Commission was made aware that additional phases would be added. The Development Services Director responded that the November 2003 Contract was for the beginning phase; the Commission should have been advised that other phases would be added. Commissioner deHaan inquired whether there would be a bid package within the next month or two, to which the Development Services Director responded in the affirmative. Commissioner deHaan inquired whether there would be construction administration throughout the project. Special Meeting Community Improvement Commission 1 August 2, 2005 The Development Services Director responded in the affirmative; stated that a construction management contract would be presented at the August 16 CIC Meeting. Commissioner deHaan inquired whether the construction manager would be a contractor. The Development Services Director responded in the affirmative; stated the construction manager would also manage the parking garage project. Commissioner deHaan inquired what the (construction management) Contract would cost, to which the Development Services Director responded approximately $1 million. Commissioner deHaan inquired whether there would be additional oversight, to which the Development Services Director responded not unless a problem arose with the historic property. Commissioner deHaan inquired whether there was a budget for oversight of architecture and engineering for the parking structure, to which the Development Services Director responded in the affirmative. Morgan, Citizens for a Megaplex Free Alameda, urged that the Commission continue the matter until after a decision has been rendered on the project. Commissioner Daysog inquired what services Architectural Resources Group, Inc. (ARG) was providing and why another layer of consultants was providing advice. The Development Services Director responded that construction projects involving the rehabilitation of a historic structure involve changes and modifications; architects are needed to draft up solutions to gray areas. Commissioner Daysog inquired whether said level of services was always contemplated, to which the Development Services Director responded in the affirmative. Commissioner Daysog stated that he has a sense of sticker shock with the increased amount of the Contract; that he understands that there is a level of complexity in dealing with a historic structure. The Development Services Director stated that the construction Special Meeting Community Improvement Commission 2 August 2, 2005 administration cost is well within industry standards. Commissioner Daysog stated that the project should move forward; expert advice is needed because of the project's historic nature. Commissioner Matarrese inquired whether ARG would provide services for the theatre and not the parking structure, to which the Development Services Director responded in the affirmative. Commissioner Matarrese stated that expert restoration and preservation advice is needed when restoring and rehabilitating an old building. Commissioner deHaan inquired whether the Contract would have any impact on the Cineplex, to which the Development Services Director responded in the negative. Commissioner deHaan inquired whether there were extraordinary circumstances involving the Heating, Ventilation and Air Conditioning (HVAC) system. The Development Services Director responded in the affirmative; stated the original HVAC system exceeded noise levels. Commissioner deHaan inquired whether construction administration would be initiated when bids are in hand to which the Development Services Director responded in the affirmative. Commissioner Matarrese moved approval of the staff recommendation. Commissioner deHaan seconded the motion, which carried unanimous voice vote - 5. ADJOURNMENT There being no further business, Chair Johnson adjourned the meeting at 8:23 p.m. Respectfully Submitted, Lara Weisiger Secretary, Community Improvement Commission The agenda for this meeting was posted in accordance with the Brown Act. Special Meeting Community Improvement Commission 3 August 2, 2005