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2004 09 07 RDA Minutes LA QUINT A REDEVELOPMENT AGENCY r MINUTES I SEPTEMBER 7, 2004 . 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 - None CONFIRMATION OF AGENDA - Confirmed -- APPROVAL OF MINUTES I ~ MOTION - It was moved by Board Members Sniff/Adolph to approve the Redevelopment Agency Minutes of August 17, 2004 as submitted. Motion carried unanimously. CONSENT CALENDAR 1 . ' APPROVAL OF DEMAND REGISTER DATED SEPTEMBER 7, 2004. MOTION - It was moved by Board. Members Adolph/Sniff to approve the Consent Calendar as recommended. Motion carried unanimously. BUSINESS SESSION 1. CONSIDERATION OF NAMES FOR ENTRY ROADS, GOLF COURSE, AND TEMPORARY CLUBHOUSE AT SilverRock RESORT. - Assistant Executive Director Weiss presented the staff report. Redevelopment Agency Minutes 2 September 7, 2004 Board Member Perkins spoke in support of SilverRock Drive, Arnold Palmer Classic Course, SilverRock Clubhouse, and Ahmanson Drive for the driveway to the clubhouse. Board Member Adolph stated he is somewhat concerned about having two different street names coming together but understands the need to use ISilverRock" as much as possible and supports SilverRock Way (or Lane). He suggested Palmer's SilverRock Classic Course for the golf course and Ahmanson Retreat and Clubhouse for the temporary clubhouse with the idea of changing it to Ahmanson Retreat when the permanent clubhouse is built. He agrees with using Ahmanson Drive for the driveway to the clubhouse. Board Member Sniff suggested Tournament Way for the entry road, La Ouinta Classic Course for the golf course, and SilverRock Clubhouse for the clubhouse. He suggested Santa Rosa Lane for the driveway to the clubhouse. Board Member Osborne spoke in support of SilverRock Drive (or Way), Palmer SilverRock Classic Course, Ahmanson Clubhouse, and Ahmanson Drive (or Lane) for the driveway. Chairperson Henderson noted the Planning Commission will be discussing the issue of street names when two streets come together. She supported SilverRock Way (or lane) for the entry road, and Arnold Palmer Classic Course for the golf course. She noted the golf course can be referred to as the Arnold Palmer Classic Course at SilverRock in various documents. Mr. Weiss stated Judy Vossler, of landmark Golf Management, has indicated that she hopes Arnold Palmer's name will be used because she would like to get authorization to use his signature script as part of the marketing. He noted use of Arnold Palmer's name has not been discussed with Palmer Course Design. Chairperson Henderson spoke in support of SilverRock Retreat for the clubhouse, and suggested a plaque at the temporary clubhouse site with historical reference to the Ahmanson Ranch. She agrees with Ahmanson Lane for the driveway. MOTION - It was moved by Board Members Osborne/Perkins to name the entry road "SilverRock Way. II Motion carried with Board Member Sniff voting NO. --..- -...- ._-~_.- - -.--. .-. - - -- - -- .-.--- ---- Redevelopment Agency Minutes 3 September 7, 2004 MOTION - It was moved by Board Members Adolph/Osborne to name ~ the golf course the II Arnold Palmer Classic Course at SilverRock." , ! i . In response to Board Member Sniff, Mr. Weiss stated he believes it will be necessary to get Mr. Palmer's approval for use of his name with potential use of the script. He stated staff will report back to Council if additional costs ar~ involved. Board Member Sniff noted the golf course name will be contingent upon Mr. Palmer's approval, and requested the motion be amended to stipulate Ilat no extra cost." Board Member Adolph agreed and amended his motion as follows: AMENDED MOTION - It was moved by Board Members Adolph/Osborne to name the golf course the II Arnold Palmer Classic Course at SilverRock" upon approval to use Arnold Palmer's name at no additional cost. Motion carried unanimously. - . MOTION - It was moved by Board Members Adolph/Sniff to name the ¡ clubhouse IISilverRock Retreat and Clubhouse." . Chairperson Henderson asked about including the name for the clubhouse driveway. Board Member Adolph stated he likes Ahmanson Lane in honor of the Ahmanson Family that lived there. Board Member Sniff spoke in opposition to the street name. AMENDED MOTION - It was moved by Board Members Adolph/Sniff to name the clubhouse IISilverRock Retreat and Clubhouse" and the driveway, II Ahmans'on lane." Motion carried with Board Member Sniff . voting NO. The Agency concurred to take up Business Item No.3 at this time. 3. CONSIDERATION OF AUTHORIZATION TO APPROVE A CHANGE ORDER(S) IN AN AMOUNT NOT TO EXCEED $200,000 FOR THE - ADDITION OF A COMMERCIAL KITCHEN AT THE. SilverRock RESORT TEMPORARY CLUBHOUSE. Redevelopment Agency Minutes 4 September 7, 2004 Assistant Executive Director Weiss presented the staff report. MOTION - It was moved by Board Members Sniff/Osborne to authorize staff to approve a change order(s) in a cumulative amount not to exceed. $200,000 for the addition of a commercial cooking kitchen at the SilverRock Resort temporary clubhouse. Board Member Adolph suggested the water heater be relocated to provide a larger entry between the kitchen and eating area. He also voiced concern about women having to enter the ladies restroom from a dark area, and suggested opening up the covered entry wall that faces the eating area. Chairperson Henderson and Board Member Perkins concurred. Mr. Weiss noted those changes will require modification to the contract for rehabilitating the building. He suggested an alternative for the restrooms might be to lower the wall to five feet. Chairperson Henderson suggested Board Member Adolph work with staff and the architect to find a solution. Motion carried unanimously. The Agency recessed to and until 7:00 p.m. 7:00 P. M. BUSINESS SESSION. . . . . . . . . . . . continued 2. CONSIDERATION OF AWARD OF CONTRACT FOR THE SilverRock RESORT PERIMETER LANDSCAPING, PROJECT NO. 2002-07G. Public Works Director Jonasson presented the staff report. In reviewing the add alternates, he stated Park West has requested to change their bid for Add Alternate #3 to $1,689,575 due to an error made by the subcontractor in not including the stone pilasters. He referenced a letter requesting a change to Add Alternate #4, and stated he is not comfortable recommending that item. He feels it makes more sense to look at the base bid and maybe Add Alternate ---- --.- ~_._-_...- .-- ------ -- -. -------.- Redevelopment Agency Minutes 5 September 7, 2004 # 1. He suggested the possibility of considering a separate bid for the ;- ranch fence and looking at alternate fencing materials. . In response to Board Member Adolph, Mr. Jonasson stated the wall setback along Avenue 52 and Jefferson Street varies between 60 and 1 20 feet. Board Member Adolph suggested eliminating the stone base between the pilasters and extending the wrought iron to the ground to reduce costs. He noted the stone base will not be seen from the street. Mr. Jonasson noted under Add Alternate #2, slump stone would be used instead of stone for a savings of approximately $167,000. He didn't know what the cost savings would be if the wrought iron is extended to the ground. Board Member Perkins agreed with extending the wrought iron to the ground. In response to Board Member Perkins, Mr. Jonasson stated the perimeter along Avenue 52 and Jefferson Street is approximately r-- 15,000 feet. Board Member Sniff stated he prefers staying with the stone base, and suggested some of the work be deferred to save costs at this time. . Mr. Jonasson noted one of the alternatives IS to reduce the construction contract 25% by delaying the work on Avenue 54 for a cost savings of approximately $619,000. Board Member Perkins pointed out the wall will be hidden by shrubbery. Board Member Sniff stated he doesn't feel the shrubbery should obscure the wall. Chairperson Henderson noted the perimeter will not be heavily landscaped because of CVWD's landscaping restrictions. Mr. Jonasson advised the maximum the contract can be reduced is 25 % without having to renegotiate the prices and/or re-bidding the - ¡ project. He stated the construction will be completed in early March 2005. Redevelopment Agency Minutes 6 September 7, 2004 In response to Chairperson Henderson, Mr. Jonassonconfirmed the -- base bid can be reduced 25 % by delaying the Avenue 54 improvements, and the ranch fence (Add Alternate #3 or #4) can be bid at a later date. Board Member Adolph noted it will be less expensive to do all of the improvements at one time because of cost increases. He agrees the wall will look better with the stone base but believes the undulation and shrubs will result in the lower wall not being visible from the street in some locations. In response to Board Member Osborne, Mr. Jonasson stated the wall will be located between the berms. In response to Board Member Sniff, Mr. Jonasson explained the wider setback areas occur near the roundabout for aesthetic purposes. Board Member Sniff suggested reducing the setback to 80 feet. Assistant Executive Director Weiss pointed out the bid is based on the design previously approved by the Agency. Staff's recommendation is to proceed with the base bid and one or two Add Alternates as desired and to deal with the ranch fence as a separate project in the future. He noted if the Agency desires to change the setback or redesign the fence, that component of the project will need to be redesigned. Board Member Sniff suggested going with the base bid and Add Alternate # 1 . Chairperson Henderson concurred. In response to Board Member Osborne, Agency Counsel Jenson advised the contractor's request to change the bid is not the type of bidding mistake where relief would be granted. Therefore, if the Add Alternate is included in the contract, it would be on the basis of the bid amount contained in! the bid document. She stated there are limited circumstances wherein a bid is allowed to be changed but it's not applicable here. In response to Board Member Osborne, Mr. Jonasson explained the ranch fencing was not included in the base bid because it's more expensive than the split-rail fencing initially discussed. He confirmed -------- -~ --.--- ----- ---.- -- Redevelopment Agency Minutes 7 September 7, 2004 there will be a shortage of $2,079,400 in the Phase I contingency r- fund if Add Alternates #1 and #2 are included in the contract. . Chairperson Henderson stated she feels Board Member Adolph has made a good argument about the cost of the lower stone wall but noted it would require re-bidding the project. She suggested doing the base bid with Add Alternate #1, and negotiating a 25% reduction in the contract for the Avenue 54 improvements. Mr. Jonasson referenced security concerns at the west end of Avenue 54 near the golf course and the .Iakes if the Avenue 54 improvements are de.layed. In response to Board Member Osborne, Mr. Weiss confirmed the availability of $688,000 in unallocated bond proceeds and $4.1 million in Project Area 1 economic development reserves. Chairperson Henderson asked about the economic development reserves amount for Project Area 2, and Mr. Weiss stated he didn't know that amount at this time. - Board Member Adolph referenced differential monies between what was budgeted and what was received that he hopes will keep the City . from having to use the General Fund. Mr. Weiss noted funding is still available for Phase II improvements, such as $8 million for the permanent clubhouse. In response to Chairperson Henderson, Mr. Weiss confirmed the Project Area 1 economic development reserves are for specific projects that have been previously authorized, such as the Embassy Suites project. In response to Board Member Sniff, Mr. Weiss confirmed the possibility of using AB 939 recycling funds for the ranch fencing if recycling material is used. MOTION - It was moved by Board Members Sniff/Perkins to award the contract for the SilverRock Resort Perimeter landscaping, Project No. 2002-07G, to Park West Landscape Inc. in the amount of $3,435,000 with Add Alternate #1 in the amount of $469,560. - i f Redevelopment Agency Minutes 8 September 7, 2004 Board Member Osborne suggested including an add alternate for the ranch fencing if funding is available without going into the Phase II funding because the costs will be higher later on. In response to Board Member Perkins, Mr. Jonasson stated due to the current high cost of steel, there could be a cost savings if the ranch fence is delayed. He noted the ranch fence will go between the sidewalk and multi-use trail, which isn't heavily landscaped, and a stipulation could be added to that contract requiring the contractor to replace anything that is damaged. Chairperson Henderson noted after the parkway improvements are constructed, it may be determined that a ranch fence is not needed. She questioned the need to have two sophisticated fences together, and feels split-rail fencing looks good when used in conjunction with other sophisticated material. City Manager Genovese noted the ranch fencing may be required by City Code, and indicated staff will research alternative methods of funding. Board Member Osborne agreed two sophisticated fences together may be redundant, and asked about the durability of plastic fencing. Mr. Jonasson stated he is not sure about the life expectancy of the PVC material but the recycled material is guaranteed for 50 years. Board Member Osborne suggested including Add Alternate #4 and using AB 939 recycling funds. Mr. Jonasson stated the recycled material costs is approximately twice the amount of the plastic fencing included in Add Alternate #4. Chairperson Henderson pointed out the ranch fencing will have to be re-bid since it did not include the use of recycled materials. In response to Board Member Adolph, Mr. Jonasson confirmed Add Alternate # 1 includes a stone base wall below the wrought iron. Board Member Adolph stated he agrees the stone base wall will look good aesthetically and will support the motion but feels it's a waste of money. Motion carried unanimously. - -- ----~- -- ~- --'-- - - -- - - --- -------.- _n- -._--- Redevelopment Agency Minutes 9 September 7, 2004 r MOTION - It was moved by Board Members Osborne/Adolph to : allocate the remaining $1. 1 million from the Phase II contingency and . $688,000 in project bond proceeds to cover the base bid perimeter improvements and Add Alternate # 1 for SilverRock Resort Perimeter landscaping, Project 2002-07G. Motion carried unanimously. STUDY SESSION - None' CHAIR AND BOARD MEMBERS' ITEMS - None PUBLIC HEARINGS - None ADJOURNMENT There being no further business, it was moved by Board Members Sniff/Adolph to adjourn. Motion carried unanimously. ".-- , ¡ I I, Respectfully submitted, ~--e1 ~ JUNE S. GREEK, Secretary City of la Ouinta, California -