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HomeMy Public PortalAboutMinutes - MURA - 2008-09-16CITY OF MCCALL URBAN RENEWAL AGENCY September 16, 2008 Minutes 1. CALL TO ORDER AND ROLL CALL Chairman Rick Fereday called the meeting to order at 8:03 am. Members present were, Don Bailey, Rick Fereday, Tony Nash, John Watkins, and Lynne Westerfield. Claudia Delaney and Robin Gerblick were absent. Also present were: Walt Eisenstein, Public Works Director; Brock Heasley, Parks & Recreation Director; Monika Trapp, Parks Supervisor; Lorraine Brush, Administrative Assistant Public Works; Construction Manager Tim Swanson; Cliff Yochum, Hillside Landscape. Participating by telephone were Amanda Carrington, CH2M Hill; and Mandi Roberts, Otak. 2. APPROVAL OF MINUTES a. September 05, 2008 Mr. Fereday requested a correction to the minutes under item 4 Parking Lot Design that "park" be changed to "lot" at the end of the last sentence. Mr. Watkins suggested that in the same section the third sentence be changed to "The plan allows for mixed use of cars and trailers and includes landscape screening." Mr. Watkins moved to approve the September 05, 2008 minutes, with the two requested corrections. Ms. Westerfield seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. 3. APPROVAL OF INVOICES a. CH2M Hill Task Order #36 billed thru July 18, 2008 There was discussion of why invoices for work done in 20007 are only now being billed. Amanda Carrington was asked if Task Order #36 C&D are now complete, and are all the bills submitted. Amanda responded that Task Order 336 C&D was complete, but wanted to check and verify that all invoices have been submitted. It was suggested that all invoices for Task Order#36 must be submitted by October 18t. Mr. Bailey moved to approve the CH2M Hill invoice for Task Order #36 for services through July 18, 2008 in the amount of $21,187.42, with the caveat that any invoices received after October 1, 2008 for Task Order #36 will not be paid. Mr. Watkins seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. b. CH2M Hill Task Order #47 billed thru July 18, 2008 There was discussion about Task Order #47, which covers services during construction, regarding how much more work by CH2 and Otak is needed. It was noted that the work on the stairway has not yet been billed. There was general agreement and request to keep future engineering costs as low as possible. A spreadsheet showing current engineer and architect City of McCall Urban Renewal Agency page 1 of 4 Minutes of September 16, 2008 task status provided by Amanda Carrington was reviewed. Rick Fereday requested that the engineers confer with Walt and Tim before doing any additional work. Mr. Bailey moved to approve the CH2M Hill invoice for Task Order #47 for services thru July 18, 2008 in the amount of $63,397.06. Mr. Watkins seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. There was discussion that CH2 is already operating on the $50,000 contingency budget, although it has not all been billed yet. Mr. Bailey noted that this contingency is already approved for CH2 to use, but the Board would like a rough estimate of the minimum and maximum amount for work going forward. Mandl Roberts said one item that will still need to be completed is the graphic design and coordination for the interpretive signs and furnishings, which is included in the set aside budget for signs and furnishings. She said she emailed the Board the list of owner provided items this morning. Mr. Bailey asked for an estimated cost of these items. 4. BUDGET CHANGE ORDERS Mr. Bailey had some questions regarding the change orders on Hillside Construction Pay App #4. There is approximately $150,000 left in the construction contingency. There was also a discussion of whether the City or Hillside was going to move the fire hydrants. Mr. Bailey asked if the City could have the contractor on the Rio Vista waterline do it, and have it paid out of the City's water budget. Walt said he would look into it. 6. OWNER PROVIDED ITEMS As discussed in Item 3 above: Mandi Roberts said one item that will still need to be completed is the graphic design and coordination for the interpretive signs and furnishings, which is included in the set aside budget for signs and furnishings. She said she emailed the Board the list of owner provided items this morning. Mr. Bailey asked for an estimated cost of these items. There was discussion at this time about when these items should be ordered, and delivery timing. Mandi said it will take one month to prepare the designs, etc., and three months for fabrication. Installation is planned for the Spring. Monika Trapp said that the contract specifies that the furnishings will be installed by the City, and she would like to have the items sooner so that City staff can complete assembly of the items during the winter months. She said she can store the items. Mr. Bailey said once the updated budget is received from Mandi, the decision can be made when to order. 6. STREET LIGHT @ THIRD & LAKE Mr. Bailey provided a handout and discussed options to relocate the streetlight at Third & Lake Streets. Tim Swanson said that he had reviewed the options with Mandi, and that the best option is to leave the streetlight at its current location. It was noted that ADA requirements, as well as the canopy overhang of the McCall Mall building limit the choice of location. There was a discussion of the possibility of using pavers on that corner. 7. BEACH SEATING WALL UPDATE Amanda reported that Betsy met on site with Scott and Sheldon from IDL. The revetment option is the preferred solution. There has not been a determination by IDL yet if there is an City of McCall Urban Renewal Agency page 2 of 4 Minutes of September 16, 2008 encroachment. A joint permit with IDL and the Army Corps will be needed if it is determined that there is an encroachment. There was a discussion as to whether this is an engineer problem. Mandi said that the beach has eroded since the design and surveys were done three years ago, and that this gap of time was longer than is typical due to the project being re -bid. Amanda advised that an example of the revetment solution is the wall at Whitetail, IDL also mentioned it as a good example. The maximum length needed for the wall at Legacy Park beach is 80 feet. If the work is to be done this fall, Cliff said he needs the design in the next three weeks. 8. EXCAVATION t HAUL ISSUE Tim Swanson discussed the excavation and haul issue. He said that the haul off was not estimated sufficiently on bid requests by the engineer, but the parking lot was not dug as deep as planned. The haul off on Fir and Lake were also different. Cliff noted that there was confusion with multiple bid items involving excavation and haul. There was less material needed in the park than anticipated, so it had to be hauled off. Tim said he would like to see some consideration for not doing as much excavation as planned in the parking lot. Tim agreed to coordinate another meeting within the next two weeks, and asked for direction from the Board. Mr. Fereday said he wants a compromise and to see the engineer take some responsibility and come forward with a solution, and that the Board should not be responsible for paying it. Mr. Watkins thought that the decision not to dig as deep in the parking lot helped the matter. Mr. Bailey said that the contractor has already compromised on the amount charged of $19,000. 9. REQUEST FOR SAND Monika Trapp spoke to the Board and requested additional sand for the beach. Cliff said that they did use some of the beach sand for the pavers and would replace more sand. Additional sand is still needed. Monika said that the sand is about $325 per load, and she would like 5 or 6 loads. Cliff said the sand needs to be added in the next few days, before the concrete is in. The Board authorized purchase of the sand now for adding to the beach sand. 10. PROJECT SCHEDULE UPDATE Cliff reported that they are proceeding as fast as they can without compromising the integrity of the project. They are still trying to get sod down by Oct 1st. They will not put the sod down if the ground is frozen. East Lake Street will be paved no later than October 15'h, but possibly as early as next week. There was a discussion about the boat ramp. The Parks department has until October 1st to spend WAC grant funds of $4,000 to fix the boat ramp. There was discussion that the sidewalk past the marina was going to be postponed in order to finish the work in the park, and that urban renewals work at that location needed to be done at the same time as the Parks department work. It was suggested that Hillside do the entire project and invoice the $4,000 separately. 11. UPDATE ON PARKING LOTS Walt Eisenstein advised that the sealcoating of the Toll Station and Chapala parking lots would not be done until the Spring due to the colder weather and the contractor's schedule. Mr. Eisenstein also advised that Planning & Zoning had approved the design submitted for the Fir Street parking lot. City of McCall Urban Renewal Agency page 3 of 4 Minutes of September 16, 2008 12. ADJOURNMENT Mr. Bailey moved to adjourn the meeting. Mr. Watkins seconded the motion. In a voice vote, all members voted in favor. MOTION CARRIED. The meeting was adjourned at 11:03 am. Rick Fereday Chairman City of McCall Urban Renewal Agency page 4 of 4 Minutes of September 16, 2008