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HomeMy Public PortalAboutMinutes - MURA - 2008-08-05CITY OF MCCALL URBAN RENEWAL AGENCY August 05, 2008 Minutes 1. CALL TO ORDER AND ROLL CALL Chairman Rick Fereday called the meeting to order at 8:03 am. Members present were Rick Fereday, Claudia Delaney, John Watkins, and Lynne Westerfield. Don Bailey and Robin Gerblick were absent. Also present were: Lindley Kirkpatrick, City Manager; Michelle Groenvelt, Planning Manger; Lorraine Brush, Administrative Assistant Public Works; Construction Manager Tim Swanson; and Cliff Yochum, Hillside Landscape. Participating by telephone were: Walt Eisenstein, Public Works Director; Betsy Roberts and Amanda Carrington, CH2M Hill; and Mandi Roberts, Otak. 2. APPROVAL OF MINUTES a. July 15, 2008 Mr. Nash moved to approve the July 15, 2008 minutes. Ms. Delaney seconded the motion. In a voice vote, all members voted in favor. (Ms. Westerfield abstained.) MOTION CARRIED. b. July 29, 2008 Ms. Delaney moved to approve the July 29, 2008 minutes. Mr. Watkins seconded the motion. In a voice vote, all members voted in favor: MOTION CARRIED. 3. APPROVAL OF INVOICES a. Holland and Hart invoice #863364 Mr. Nash moved to approve payment of Holland and Hart invoice #863364 in the amount of $256.50. Mr. Watkins seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. b. Hillside Landscape Construction — Pay App #3 Tim Swanson reported that he has reviewed Pay App #3 and discussed some revisions to it with Cliff. Tim recommends revisions that will change the total amount of this pay app from $416,526.98 to $362,228.13. Tim provided a handout of his version of the spreadsheet. There was a review and discussion of the revised pay app. Tim said there is also an unresolved issue of how much sub base material was used at different locations, particularly if too much material was used in the parking lot. There was a discussion about the possibility of authorizing Tim to evaluate this issue and approve up to $20,000 for payment on this item, since it has been removed entirely in the revised pay app #3. It was eventually decided that special authorization and separate payment was not necessary, and this item could be approved at the next meeting once it is resolved. There is also an outstanding issue of excavation and moving charges versus haul off charges. There is no line item for haul off. Tim, Cliff and Betsy Roberts agreed to meet and finish discussing this issue prior to the next meeting. City of McCall Urban Renewal Agency page 1 of 3 Minutes of August 05, 2008 Ms. Delaney moved to approve payment of Hillside Landscape Construction Pay App #3 in the amount of $362,288.13. Mr. Nash seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. There was a discussion about accountability of the engineers and architects regarding errors and omissions. There was a discussion of the project schedule. Cliff reported that the schedule continues to be ok, as reported last week. 4, McCALL MALL AGREEMENT Mr. Kirkpatrick said that the McCall Mall agreement is not ready for Board action, and the subject could be deferred to the next meeting. Ms. Delaney inquired if it is holding up the construction, and Mr. Swanson replied no. Mr. Fereday stated the subject of the McCall Mall agreement would be deferred to the next meeting. 5. WEST S1DE STAIRS Mandi Roberts reported that she reduced the amount of concrete and steel in the stairs design, which will reduce the cost. She will provide the updated design to Cliff later today. Cliff and Mandi are also working out the details of the plant quantities and some other issues. Mandi said that the final design and costs should be ready by the next meeting for the Board to approve, or to decide to defer the project until next year. Mr. Fereday stated the Board would wait for the final bid on the west side stairs project before making a decision. 6. BUDGET a. Engineering and Architectural Task Status Spreadsheet Amanda Carrington discussed the spreadsheet, which was prepared by CH2M Hill. Amanda noted that CH2M Hill is approximately at their budgeted amount for the project. Mandi Roberts said that Otak was also at their budgeted amount, although their updated figures had not been supplied in time for this spreadsheet. b. Cash Analysis Spreadsheet Lindley Kirkpatrick reviewed the Cash Analysis spreadsheet prepared by Finance Manager Linda Stokes. It was noted that the change order items are not broken out as a line item on the spreadsheet. Walt Eisenstein is going to make sure Linda gets the information she needs to include the change orders on the spreadsheet. c. 2008-2009 Budget Walt Eisenstein went over the 2008-2009 proposed budget for the urban renewal agency. There were no revisions made at this time. There will be a public hearing at the next urban renewal meeting on August 19th, and the budget will be adopted at that time. City of McCall Urban Renewal Agency page 2 of 3 Minutes of August 05, 2008 7. FIR STREET PARKING LOT Amanda Carrington reviewed the updated striping plan for the Fir Street parking lot that she had provided by email, and was included in the meeting packet. The drawing shows the potential striping and the actual area that is now paved. There was a discussion of the need to clarify the landscaping requirements per City Code, and of landscaping options. There was a discussion of having pedestrian access from the parking lot past Gravity Sports towards Pine Street. Michelle Groenvelt agreed to look into whether or not there is an easement in that area, and also to get the information regarding the landscaping code requirements. There was a discussion of the length of the parking spots and width of the travel lanes along Fir Street. It was agreed that the length of the diagonal boat trailer parking spots along Fir Street could be decreased from 60 feet to 50 feet, and still provide sufficient turning radius. There was general agreement with the striping plan as proposed on the drawing. There was a discussion of the need to create a final drawing with current measurements, so that the striping plan can be finalized and approved. Cliff agreed to get survey shots on the corners of the parking lot for a final drawing. Mr. Watkins moved to approve the concept of the striping plan, contingent on evaluation of the landscaping requirements and sizing of lanes and stalls. Ms. Westerfield seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. 8. OTHER PROJECT ISSUES .Mr. Fereday asked if it would be possible to open Lake Street at all. Cliff responded that they are currently working Monday thru Saturday. Mr. Fereday asked if they would consider the option of having Lake Street open in future phases of the project, possibly by Labor Day weekend. Mr. Fereday also asked about the current elevation of the new road cut on Pine Street by k1\s Mountain Monkey Business. He noted the elevation is much lower than before, and creates a three foot ledge along the east side of the road where pedestrians walk. Mr. Watcon agreed that it was a problem. Tim Swanson said he has been talking to the subcontractor about possible solutions, such as making a raised walkway either with or without sidewalk and gutter. Mr. Fereday replied he would like to have costs for making it more pedestrian friendly. Betsy Roberts said that Amanda will be in McCall on Thursday, and can look at it also, especially regarding how any proposed solution would affect drainage. Tim, Amanda and Cliff will meet on Thursday to discuss this issue. 9. ADJOURNMENT Mr. Fereday moved to adjourn the meeting. Mr. Nash seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. The meeting was adjourned at 10:18 am. Rick Fered Chairman City of McCall Urban Renewal Agency page 3 of 3 Minutes of August 05, 2008