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2003 09 16 RDA Minutes LA QUINTA REDEVELOPMENT AGENCY ~ .... MINUTES ~ SEPTEMBER 16, 2003 A regular meeting of the La Quinta Redevelopment Agency was called to order by Chairperson Henderson. PRESENT: Board Members Adolph, Osborne, Perkins, Sniff, Chairperson Henderson ABSENT: None PUBLIC COMMENT - None CLOSED SESSION 1. Conference with the Agency's legal counsel regarding initiation of litigation pursuant to Government Code Section 54956.9(c) - one matter. 2. Conference with Agency's real property negotiator, Mark Weiss, pursuant to Government Code Section 54956.8 concerning potential terms and conditions of acquisition and/or disposition of a portion of 525 d: acres located at the southwest corner of Avenue 52 and Jefferson Street. Property Owner/Negotiator: John Foster. Redevelopment Agency recessed to Closed Session to and until the hour of 3:00 p.m. 3:00 P.M. The Redevelopment Agency meeting reconvened with no decisions being made in Closed Session which require reporting pursuant to Section 54957.1 of the Government Code (Brown Act). PUBLIC COMMENT- None Redevelopment Agency Minutes 2 September 16, 2003 CONFIRMATION OF AGENDA Executive Director Genovese requested Consent Item No. 7 be moved to Business Item No. 5. Board Member Osborne requested Consent Item No. 6 be moved to Business Item No. 6. APPROVAL OF MINUTES MOTION - It was moved by Board Members Sniff/Perkins to approve the Redevelopment Agency Minutes of August 19, 2003 as submitted. Motion carried with Board Member Adolph ABSTAINING. CONSENT CALENDAR 1. APPROVAL OF DEMAND REGISTERS DATED SEPTEMBER 2, AND SEPTEMBER 16, 2003. 2. TRANSMITTAL OF TREASURER'S REORT DATED JULY 31, 2003. 3. TRANSMITTL OF REVENUE & EXPENDITURES REPORT DATED JULY 31, 2003. 4. APPROVAL OF A MONTH-TO-MONTH LEASE BY AND BETWEEN THE LA QUINTA REDEVELPMENT AGENCY AND MDS CONSULTING FOR AGENCY-OWNED PROPERTY LOCATED AT 79-799 OLD AVENUE 52. 5. APPROVAL OF A LEASE AGREEMENT WITH KSL FOR A PORTION OF SILVERROCK RANCH. 6. SEE BUSINESS SESSION ITEM NO. 6. 7. SEE BUSINESS SESSION ITEM NO. 5. MOTION - It was moved by Board Members Sniff/Adolph to approve the Consent Calendar as recommended and amended with the exception of Item Nos. 6 and 7. Motion carried unanimously. Redevelopment Agency Minutes 3 September 16, 2003 BUSINESS SESSION 1. CONSIDERATION OF FINAL GOLF COURSE ROUTING PLAN FOR SILVERROCK RANCH. AsSistant Executive DireCtor Weiss requested this item be. continued to later in the meeting. The Agency Board concurred. 2. CONSIDERATION OF INTERVIEW SCHEDULE FOR PUBLIC RELATIONS/MARKETING SERVICES FOR SILVERROCK RANCH. Assistant Executive Director Weiss presented the staff report, and recommended a special meeting be scheduled to hold the interviews. In response to Board Member Adolph, Mr. Weiss confirmed copies of the firms' brochures will be made available to Agency Members prior to the meeting. ~-- After a brief discussion, the Agency Board concurred to schedule a special meeting for September 30, 2003, at 10:00 a.m. MOTION - It was moved by Board Members Sniff/Adolph to authorize staff to invite the four public relations/marketing firms, as recommended by the Consultant Selection Committee, to interview with the Agency on September 30, 2003, at 10:00 a.m. Motion carried unanimously. 3. ' CONSIDERATION OF A REQUEST FOR PROPOSALS (RFP) FOR CONSTRUCTION MANAGEMENT SERVICES FOR SILVERROCK RANCH. Assistant Executive Director Weiss presented the staff report. In response to Board Member Adolph, Mr. Weiss confirmed several experienced firms have expressed interest in receiving the RFP. He explained various components of the golf course construction will .be put out for bids, and the Construction Manager will monitor the work r- on the Agency's behalf. Redevelopment Agency Minutes 4 September 16, 2003 Board Member Osborne asked about the potential of expanding the scope of Phase I to include landscaping. Development Coordinator Stephenson stated the perimeter landscaping is not part of the RFP but can be added as an amendment to the contract at a later date. Board Member Sniff stated he feels Agency Members should serve on the Consultant Selection Committee. Board Member Osborne suggested a separate action be taken on the Consultant Selection COmmittee. MOTION - It was moved by Board Members Osborne/Perkins to authorize the distribution of a Request for Proposals (RFP) for Construction Management Services (Phase IA). Motion carried unanimously. MOTION - It was moved by Board Members Osborne/Perkins to approve the Consultant Selection Committee for Construction Management Services as recommended by staff (Assistant Executive Director, Public Works Director, Development Coordinator, and Building & Safety Director). Motion carried with Board Members .Adolph and Sniff voting NO. 1. CONSIDERATION OF FINAL GOLF COURSE ROUTING PLAN FOR SILVERROCK RANCH ............. continued Assistant Executive Director Weiss presented the staff report. David Chapman, representing Palmer Course Design, gave a brief overview of the final golf course routing plan. He suggested the possibility of having five acres of ponds and streams in the northwest corner of the property, and tying it in with a water feature at the entrance. He noted there is a lot of flexibility in this plan, and the television truck area can be moved to the maintenance area. Chairperson Henderson stated the additional lake area sounds great as long as it fits within the water plan. Mr. Chapman stated the golf course will have up to 7,750 yards of play with seven tee boxes on some holes. Redevelopment Agency Minutes 5 September 16, 2003 In response to Board Member Adolph, Mr. Chapman confirmed the possibility of adding a dogleg on Hole #10, and moving the tee box back on Hole #14 to make it longer. It is his understanding that the area between fairways will be more of a lush environment with grass to mal(e it easily traversed by spectators during tournaments. He explained the public drop-off area near the Avenue 52 entrance is for dropping people off during tournament play. In response to Board Member Osborne, Mr. Chapman stated having up to seven sets of tees provides flexibility in moving tees on different days, and is not uncommon in golf courses. He added it's not likely tournament play would be from the back tee on every hole. He confirmed Hole #15 is conceptual based on getting an easement from KSL. Board Member Sniff stated he is somewhat alarmed about the potential for five additional acres of water, and noted the water availability is still unknown. As for using water in the entries, he feels the proposed concepts over-emphasize water and under-emphasize landscaping, and that the entries are somewhat constricting. He suggested a blend of various types of plant material be used "- throughout the project to tailor the use of excessive demands on water. He would like to have significant reassurance on the minimum ~ amount of water ~that will be available in order to have a minimum plan. Mr. Chapman stated the proposed routing plan works without the water being incorporated into the design of the golf course. He feels natural/desert landscaping should be used against the mountains because the gallery areas will be on the opposite side of the fairway. Board Member Sniff suggested providing a sense of water without having large bodies of water. He feels it's a mistake to count on water that may not be available in the future. Mr. Chapman noted the water shown on the conceptual master plan benefits the hotel and retail areas, and only affects three golf holes whereas PGA West has nine holes affected by water, and The Tradition has six holes affected by water. In response to Board Member Sniff, Mr. Chapman confirmed cart ~-- paths will exist throughout the course. He stated flood control will be done through engineering, and the current retention basin on Avenue Redevelopment Agency Minutes 6 September 16, 2003 52 will most likely be moved and enlarged. He suggested incorporating it into the northwest corner. Board Member Sniff commented on the condition of the water in the current retention basis, and Board Member Adolph noted the new retention or lake area will have a water recirculation system. In response to Chairperson Henderson, Mr. Weiss confirmed there is enough flexibility in the plan to accommodate water in the northwest corner without having to change the routing plan. Mr. Chapman noted the basic routing plan will most likely be modified somewhat during construction. The elevation plans will be done during the working drawings. MOTION -It was moved by Board Members Adolph/Osborne to authorize the Executive Director to approve the final routing plan for the SilverRock Ranch tournament golf course. Board Member Sniff stated he will support the motion but wishes some consideration had been given to a north/south golf course situation on the property. Motion carried unanimously. 4. CONSIDERATION OF ADOPTING A RESOLUTION OF THE LA QUINTA REDEVELOPMENT AGENCY ACCEPTING AND APPROVING A PRELIMINARY PLAN FOR LA QUINTA REDEVELOPMENT AGENCY PROJECT AREA NO. 2. Consultant Frank Spevacek presented the staff report. In response to Board Member Perkins, Mr. Spevacek explained the Agency has the financial capacity to issue $57 million of housing bonds but the legal limit impairs the Agency from doing that. He added this is just the first step in the process. RESOLUTION NO. RA 2003-16 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE LA QUINTA REDEVELOPMENT AGENCY RECEIVING THE PRELIMINARY PLAN FOR LA QUINTA REDEVELOPMENT PROJECT AREA NO. 2 AS PROPOSED TO BE AMENDED. Redevelopment Agency Minutes 7 September 16, 2003 It was moved by Board Members Sniff/Adolph to adopt Resolution No. RA 2003-16 as submitted. Motion carried unanimously. 5. CONSIDERATION OF APPROVAL OF APPROPRIATION OF FUNDS FOR AWARD OF CONTRACT TO CONSTRUCT THE AVENIDA LA FONDA STREET ENHANCEMENTS, PROJECT NO. 2002-05. Executive Director Genovese presented the staff report, and recommended the action in Alternative No. 2 to be consistent with the City Council' action, MOTION - It was moved by Board Members Sniff/Adolph to appropriate '$238,002.79 from unallocated Redevelopment Project Area No. 1 funds to construct the Base Bid Area plus Add Alternates 1 and'2 within the Avenida La Fonda Street' Enhancements' Project No. 2002-05. Motion carried unanimously. 6. CONSIDERATION OF APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT WITH KEITH COMPANIES TO PROVIDE CIVIL "-- ENGINEERING SERVICES FOR SILVERROCK RANCH. There were no changes to the staff report as submitted and on file in the City Clerk's Office. Board Member Osborne asked why the Consultant Selection Committee selected Keith Companies over MDS Consulting, who has done other engineering work on the project. He also asked if Keith Companies has any experience with this property. Assistant Executive Director Weiss stated the Committee's recommendation is based on review of the proposals and the interview process. The Committee felt the presentation by Keith Companies was very professional, and the ranking of each firm resulted in Keith Companies receiving the highest points. He noted MDS is still working with the Agency for services on Avenue 52, as well as with GMA on some drainage and grading issues. He wasn't aware of Keith Companies having experience with this particular property but noted they have considerable experience with projects of this type in the Valley. Board Member Adolph asked if Keith Companies was the Iow bidder. Redevelopment Agency Minutes 8 September 16, 2003 Mr. Weiss explained the firms are ranked before the bids are opened. He stated Keith Companies didn't start as the Iow bidder but negotiations have brought their bid in line with the budget. In response to Chairperson Henderson, Mr. Weiss confirmed professional services contracts are not based on the lowest bid. He added the law prohibits contracts for engineering and architectural services to be based on the lowest bid. The Committee makes sure the cost proposal is in line with the engineer's estimate and other proposals that are received. Board Member Adolph stated he believes the costs should be taken into consideration. Mr. Weiss stated the amount for this contract is less than the approximate budget of 9500,000 for engineering services but it has some potential add-ons for water features. He added all of the proposals exceeded the budgeted amount, and the Committee negotiated the contract to be within what the budget parameters will allow. Board Member Adolph stated he has a problem with that rationale · because he feels the estimate should be done on what the project is expected to cost. He has concerns about taking the high bidder based on the firm's presentation. Mr. Weiss suggested Agency Counsel address the legalities of what is allowed in reviewing engineering and architectural contracts. Chairperson Henderson asked how the engineer's estimate is derived. Consultant Roy Stephenson advised the preliminary engineer's estimate is based on various components such as grading, drainage, sewer, water, streets, etc., and Keith Companies' bid was close on all but two of the tasks, which were negotiated down. He added the cost estimates on all of the proposals were very close. Agency Counsel Jenson advised the Mini-Brooks Act calls for the primary emphasis to be on experience and quality without totally disregarding the price. She stated the City's ordinance states the selection is to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the service required and on a fair and reasonable price. If a price cannot be Redevelopment Agency Minutes 9 September 16, 2003 negotiated with the top firm, then negotiations begin with the next firm on the list. In response to Board Member Sniff, Mr. Weiss stated he feels all four firms are capable of doing the work. He stated copies of the individual cost proposals can be provided, to the Agency if so desired. MOTION - It was moved by Board Members Osborne/Perkins to approve a Professional Services Agreement with Keith Companies to provide civil engineering services for the SilverRock Ranch project, and authorize the Executive Director to execute the contract. Motion carried with Board Member Sniff voting NO. STUDY SESSION 1. DISCUSSION OF WATER MANAGEMENT PLAN AND CONCEPTUAL GRADING AND DRAINAGE PLAN FOR SILVERROCK RANCH. Gil Martinez, of GMA International, distributed a handout, and stated they would like to present an update on the progress made so far on '-- the water management plan and conceptual grading and drainage plan. Mark Krebs, of Pace Engineering, reviewed the executive summary for the Water Management Plan (WMP), with the refined figures found in the handout distributed by Mr. Martinez. He stated this is the best information available at this time but it will change somewhat as hard construction plans are prepared. He indicated the lakes will cover a total of 30 acres in four different areas of the project, and that the current CVWD water allowance for irrigation is 1,869 acre-feet per year. Board Member Sniff noted "current" does not mean the amount will be valid in six months.' Mr. Krebs agreed but noted the amount is based on CVWD's recently' adopted landscape ordinance. In response to Board Member Osborne, Mr. Krebs confirmed the WMP is based on all components of the project being in line with CVWD's ordinance. He stated a master irrigation control system will reduce ~ _ the water demand, and a grading plan is being prepared to capture the : project's nuisance water and re-circulate it to the lakes. He commented on the drop in the water table over the last 40 years, and Redevelopment Agency Minutes 10 September 16, 2003 stated although CVWD's water allowance has been reduced, this project can still be done. In response to Board Member Adolph, Mr. Krebs explained CVWD's water allowance of 1,869 AF/yr is a calculated figure, and if the project changes, that number would be recalculated because it's based on need. Should CVWD receive more Colorado River water, he believes they will continue to hold the water allocations at the reduced amount and use the excess water to increase the water storage capacity. Board Member Adolph stated he is looking for a safety factor should the City, sometime in the future, not receive the water it needs for the course. Mr. Krebs advised they have been looking at contingency plans, and one way to cut back would be to utilize a desert garden area, where' water could be cut back if needed without losing plant material. In response to Board Member Osborne, Mr. Krebs stated the WMP will be forwarded to CVWD after it's approved by the Agency. Chairperson Henderson noted approval by CVWD should not be a problem if the WMP is designed according to their ordinance. In response to Board Member Sniff, Mr. Krebs stated the project will be required to use canal water if it's available, and will draw from a' well system if it's necessary. He confirmed the wells on the property now are not adequate to provide a backup water system for the project. Board Member Sniff commented on the lack of certainty for long-term water availability from the canal, and the serious problem of having to pump underground water. He asked if core samples 10-15 feet down have been taken. Mr. Krebs replied surface samples will be taken after grading is done. As for 10-15 feet down, he stated the soil is alluvial-type material with a moderate amount of clay. In response to Board Member Osborne, Mr. Krebs stated water demand on the lakes will be reduced by capturing all the drainage and re-circulating it to the lakes. Redevelopment Agency Minutes 11 September 16, 2003 Mr. Krebs stated the Annual Irrigation Water Demand Comparison Chart shows the project will be at 95% of its water allocation. Chairperson Henderson noted the allocation is actually the amount allocated by the~"formula" in CVWD's landscape ordinance. Mr. Krebs indicated they have reviewed the routing plan with Palmer Course Design and will work with Keith Companies on the engineering. In response to Board Member Osborne, Mr. Krebs advised Well //1 is collapsed at about 50 feet, and Well //2 will only pump 100-200 gallons per minute. He stated the current water level is approximately 350-400 feet but there is a significant amount of drawdown in that area. They would recommend a 20-inch diameter well at 700-800 feet. The Agency concurred to continue the study session until after the City Council public hearings. ~-- The Agency recessed to 7:00 p.m. 7:00 p.m. STUDY SESSION ............ Continued 1. DISCUSSION OF WATER MANAGEMENT PLAN AND CONCEPTUAL GRADING AND DRAINAGE PLAN FOR SILVERROCK RANCH. (continued) Mr. Krebs continued his presentation, stating they have looked at alternate water supplies, and the lake system is set up to accept reclaimed water when available. He stated it's not feasible for the project to do a reclamation system to provide its own water because of the balance of domestic water use versus irrigation water uSe. In response to ChairPerson Henderson, Mr. Krebs confirmed the underground infrastructure needed to accept reclaimed water, When available, will be in place, and explained why it is not available at this ' ,--. time. Redevelopment Agency Minutes 12 September 16, 2003 Chairperson Henderson stated she understood CVWD has a high demand for waste water but does not have the product to deliver. She asked if the infrastructure could be engineered to remove excess floodwaters. Mr. Krebs stated the plan is to capture floodwater and use it for irrigation. There's also a big difference in the size of the pipe for the two systems. He confirmed the project would not be relying on floodwater but rather conserving it when available. With the information received to date, he stated they will be in a position to finalize the water master plan report. Chairperson Henderson asked at what point will the report be submitted to CVWD for approval. Mr. Krebs stated staff can discuss the document with CVWD informally, but what actually has to be submitted to CVWD are the landscape plans. In response to Board Member Osborne, Mr. Krebs advised there is already five acres of lake accounted for in the first golf course that is not shown on the plan. He doesn't see any problem moving a few more acres, as proposed by Mr. Chapman, from the village lake into the first course area. He stated the project will get a certain amount of water, and the City can use it for more lake or more turf. Kevin Varner, of GMA International, provided an update on the conceptual grading and drainage plan. He stated the hotel pad will be raised in order to see the golf course on the other side of the canal, and the idea is to position the hotel so as to capture the reflection of the mountains in the lake. In response to Board Member Osborne, Mr. Yarner confirmed the plan is to leave the mesquite dunes in the lower east portion of the site in its natural state. He went on to say there is an area available, if needed, for a large drainage basin in the southeast section of the property. Board Member Sniff stated he doesn't believe the lakes will have the capacity to hold water from a major storm, and that there needs to be some thought as to where that water will go. Redevelopment Agency Minutes 13 September 16, 2003 Mr..Varner commented on-the possibility of using the driving range as a retention area, as well as the southeast corner of the project. He stated they will work closely with the engineers on that issue. Board Member Sniff suggested using a baffle to help maintain a reasonable level of water in the lake, Mr. Varner agreed, and stated the northern part of the lake will have a waterfall into the main lake. They are alSo working with Palmer Course Design regarding the level of the golf course and maintaining the views. In response to Board Member Osborne, Mr. Varner stated CVWD will not allow the lake water to circulate back into the canal unless it goes through an extensive filtration system. He continued his presentation, stating parking structures are anticipated only at the resort hotel and core area for 600 hotel rooms and 120,000 square feet of commercial use. He noted the park site can be Used for overflow parking during events. In response to Board Member Sniff, Mr. 'Varner stated the altitude --- level at Avenue 52 (north side of the project) is 35 feet, and at Avenue 54 (south side of'the project) is 7 feet, resulting in a site fall of 28 feet. Mr. Martinez stated they are trying to convert some of the things conceptualized early in the plan into a three-dimensional relationship to insure, as the project is being experienced from various points on the site, that this is one project instead of being separated by the canal. Board Member Adolph noted the cut-and-fill areas of the fairwaYs will act as retention basins during heavy rain storms. Steve Garcia, landscape architect with GMA International, reviewed alternatives for the project entry at Avenue 52. He noted the need to look at the practicality of squeezing a large land mass for the entry between two golf courses, one of which still needs to be designed. Between concepts #3 and #4, he feels concept #4 is easier to start looking at. Chairperson Henderson noted Jefferson Street will be the main ,--. entrance, and asked if both entrances would have the same look and feel. Redevelopment Agency Minutes 14 September 16, 2003 Board Member Sniff stated he believes they should be compatible and similar to some degree to give the same sense. Chairperson Henderson stated she feels the entry at Jefferson Street should be bigger with more grandeur, and suggested backing off some of the requirements at Avenue 52. She likes the idea of a certain amount of time between the outside world and the inside world. Board Member Sniff suggested a "funnel-like" entry at Jefferson Street to draw people in, and several levels of plant material on both sides of the entry up to 20-25 feet high. Traffic could flow from there with room for two or three buses, and a turnaround area. He feels the entry should be unduplicated with elongated water features on each side. Mr. Garcia stated he feels bringing the water masses to the roadway creates a funnel effect. Board Member Adolph noted the perimeter walking trail has to be incorporated in the entry design so as not to be a major detraction. He also suggested using a bridge to tie the lakes on each side of the entry together. Chairperson Henderson stated she supports having some type of traffic circle. Board Member Adolph questioned a "funnel-like" entrance working at a signalized intersection. Board Member Osborne stated he believes concept #2 will allow traffic in and out quickly. Chairperson Henderson commented on how an aerial view of concept #3 looks like a golf ball on top of a golf tee. Board Member Perkins noted concept #3 takes up a lot of land. He agrees concept #2 is the best entry for moving traffic but it's also dull. Board Member Adolph stated he feels an elevated fountain or waterfall effect on each side will draw people's attention to that instead of the road. Redevelopment Agency Minutes 15 September 16, 2003 Board Member Perkins agreed, and stated he doesn't believe people will notice a lake without something eye-catching. He stated he doesn't like any of the concepts presented so far. Board Member Adolph suggested determining how the right and left- turn movements will work and then enhance the surroundings. He' noted some type of natural-setting signage for the project will also need to be incorporated into the entry design. Chairperson Henderson pointed out Avenue 52 will be the secondary entrance, and she feels the primary entrance on Jefferson Street should be brought up to a different level. Mr. Martinez stated the three-dimensional drawings can be done once the structural direction is determined. At this point, he feels they can advance concept #2 and either #3 or #4, and explore a few more. Chairperson Henderson agreed concept #3 takes up more land mass, and suggested 'working with concepts #2 and #4, along with some different concepts. CHAIR AND BOARD MEMBERS' ITEMS - None PUBLIC HEARINGS - None ADJOURNMENT There being no further business, it was moved by Board Members Sniff/Osborne to adjourn. Motion carried unanimously. Respectfully submitted, JUNE S. GREEK, Secretary City of La Quinta, California