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Home My Public Portal About20130325 special1 SPECIAL COUNCIL MEETING, MARCH 25, 2013 CALL TO ORDER The Special Council Meeting of March 25, 2013, was convened at 5:38 P.M. by Mayor Eric Struemph. ATTENDANCE The following Council Members were present: Present: Bray, Carroll, Henry, Luebbert, Mihalevich, Pope, Prather, Schulte, and Scrivner Absent: Weber A quorum was present. DISCUSSION OF CONFERENCE CENTER SELECTION PROCESS City Counselor Drew Hilpert distributed a document entitled: "Goal: To approve conference center selection timeline, Process and pursue professional services — Agenda (DRAFT)" for discussion and / or action at tonight's meeting. He explained that Councilman Rick Mihalevich has been working with him on preparing this document for discussion at tonight's meeting. The following actions were taken pertaining to the document: Motion #1: Councilman Rick Mihalevich made a motion to adopt the tentative timeline, seconded by Councilman Larry Henry. Following discussion, Councilmen Mihalevich and Henry withdrew their motion and second respectively. Motion #2: Councilman Rick Mihalevich made a motion, seconded by Councilman Larry Henry, to amend the proposed document as follows: 1. Discuss tentative timeline (MOTION TO TENTATIVE TIMELINE) a. Phase II Conference with Proposers (April gth 12th-) b. RFP Phase II Proposals Completed (June 3rd) c. Evaluation Process (21 Days) 2 SPECIAL COUNCIL MEETING, MARCH 25, 2013 d. End of Phase II — June 24 Following discussion, Councilmen Mihalevich and Henry withdrew motion #1 and second respectively. Motion #3: Councilman Rick Mihalevich made a motion, seconded by Councilman Larry Henry, to accept the tentative timeline with the following amendments: 1. Discuss tentative timeline (MOTION TO TENTATIVE TIMELINE) a. Phase II Conference with Proposers (April 8th 12th b. RFP Phase II Proposals Completed (June 3r1) c. Evaluation Process (21 Days) d. End of Phase II June 24 July 1 Following discussion, the motion was approved unanimously by the following roll -call vote: Aye: Bray, Carroll, Henry, Luebbert, Mihalevich, Pope, Prather, Schulte, and Scrivner Nay: None Motion #4: Councilman Rick Mihalevich made a motion, seconded by Councilman Rick Prather, to approve the "Process" outlined in item 2 of the document. Following discussion, Mayor Struemph called for a brief recess at this point in the meeting to allow Councilman Mihalevich and Drew Hilpert to provide a "cleaned -up" copy of the draft as approved thus far. Recess at 6:47 P.M. RECONVENE The meeting was reconvened at 7:00 P.M. by Mayor Eric Struemph with the following Council Members present: The following Council Members were present: Present: Bray, Carroll, Henry, Luebbert, Mihalevich, Pope, Prather Schulte, and Scrivner Absent: Weber A quorum was present. 3 SPECIAL COUNCIL MEETING, MARCH 25, 2013 Motion #4 continued: Councilmen Mihalevich and Prather withdrew their motion and second respectively, as made prior to the recess. Drew Hilpert distributed a second draft of the document previously distributed which contained the amendments already approved by the Council. Motion #5: Councilman Rick Mihalevich made a motion, seconded by Councilman Rick Prather, to approve the "Process" outlined in item 2 of the second draft of the document just distributed by Mr. Hilpert, by adding "by June 6" to item 2(c)(i), as follows: 2. Discuss Process (MOTION TO APPROVE PROCESS) a. Staff will advise developers of the timeline adopted and advise that any questions should be addressed to Terry Stephenson and the questions and answers will be disseminated to all the proposers. b. Staff will field any questions from developers and communicate any answers to all the developers. c. Evaluation and feedback phase. i. Public Formal Presentation to Council (per 10.5.6 of RFP) by June 6. ii. Expert Evaluation by Facilitator and evaluation team & Staff iii. Public comment during this period d. Select one or more proposers to Contract with City to build conference center or reject all proposals. e. Phase III will be negotiation with selected proposers. A motion to amend the motion was made by Councilman Mihalevich, seconded by Larry Henry, to add language to items 2(c)(ii & iii) as follows: 2. Discuss Process (MOTION TO APPROVE PROCESS) a. Staff will advise developers of the timeline adopted and advise that any questions should be addressed to Terry Stephenson and the questions and answers will be disseminated to all the proposers. b. Staff will field any questions from developers and communicate any answers to all the developers. c. Evaluation and feedback phase. 4 SPECIAL COUNCIL MEETING, MARCH 25, 2013 i. Public Formal Presentation to Council (per 10.5.6 of RFP) by June 6. ii. Expert Evaluation by Facilitator and evaluation team, CVB, invited guests, & Staff iii. Public comment during this period presentation by Proposers d. Select one or more proposers to negotiate Contract with City to build conference center or reject all proposals by Council, by July 1. e. Phase III will be negotiation with selected proposers. The motion to amend was then approved. The original motion ( #5) was then approved, as amended, by the following roll -call vote: Aye: Bray, Carroll, Henry, Luebbert, Mihalevich, Pope, Prather, Schulte, and Scrivner Nay: None Motion #6: Councilman Rick Mihalevich then made a motion, seconded by Councilwoman Carrie Carroll, to approve Item 3 on the document, "Pursuing RFP for Facilitator." Following discussion, Councilman Mihalevich stated that he believed the Council may wish to take this matter up at a later time as the hour was getting late, and asked that it be placed on the April 1 Council Agenda under Unfinished Business. He then withdrew his motion, and Councilwoman Carroll withdrew her second. ADJOURNMENT A motion to adjourn was made by Councilman Ralph Bray, seconded by Councilman Shawn Schulte, and approved unanimously by voice vote at 7:40 P.M.