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HomeMy WebLinkAboutRA Minutes 2006-03-20SRRA MINUTES (Regular) 03/20/2006 Page 1 IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, MONDAY, MARCH 20, 2006 AT 7:30 PM Regular Meeting: San Rafael Redevelopment Agency Present: Albert J. Boro, Chairman Gary O. Phillips, Vice -Chair Paul M. Cohen, Member Barbara Heller, Member Cyr N. Miller, Member Absent: None Also Present: Ken Nordhoff, Interim Executive Director Jeanne M. Leoncini, Agency Secretary CLOSED SESSION — CONFERENCE ROOM 201 None ORAL COMMUNICATIONS OF AN URGENCY NATURE: ►7lZo er CONSENT CALENDAR: 8:11 PM Member Miller moved and Member Phillips seconded, to approve the following Consent Calendar items: ITEM Approval of Minutes of Regular Meeting of Monday, March 6, 2006 (AS) 2. Monthly Investment Report for Month Ending February, 2006. (MS) — File R-123 3. Unapproved Minutes of Citizens Advisory Committee Meeting of Thursday, March 2, 2006. (RA) — File R-140 IVB RECOMMENDED ACTION Minutes approved as submitted. Accepted Monthly Investment Report for month ending February 2006, as presented. Accepted report. AYES: MEMBERS: Cohen, Heller, Miller, Phillips and Chairman Boro NOES: MEMBERS: None ABSENT: MEMBERS: None AGENCY CONSIDERATION: 4. RESOLUTION AUTHORIZING REPROGRAMMING $225,000 FROM 1999 AGENCY BOND ALLOCATION TO THE PICKLEWEED PARK COMMUNITY CENTER AND LIBRARY PROJECT TO PERFORM KITCHEN RESTORATION MAINTENANCE AND PROVIDE FOR FULL PROJECT FUNDING (CS) — FILE R-103 x (SRCC) 4-1-572 x (SRCC) 9-3-65 x (SRCC) 267 Community Services Director Carlene McCart prefaced her report by stating that the Pickleweed Park Community Center and Library project was on time and within budget for all projected costs. Staff anticipated being in the building this summer, returning all programming to the community center and setting up some exciting new programs. Ms. McCart noted that it would not have been possible to be in SRRA MINUTES (Regular) 03/20/2006 Page 1 SRRA MINUTES (Regular) 03/20/2006 Page 2 this position without the two engineers on the project, Diane Decicio and Doris Toy, who had been keeping the project moving along, thus avoiding costly delays. She reported that issues did not develop into problems because of their presence, attentiveness and responsiveness on the site, and she thanked them for keeping the project on track. Ms. McCart stated that this evening's item was a request for the Agency to consider a reprogramming of some Agency bond money because two unanticipated developments came to the attention of staff in the last month which were not in the current project budget. Explaining that one had to do with the kitchen, Ms. McCart reported that during the design phase the project team decided that the kitchen was serviceable and did not fall into priority in considering the needs of the existing building and plans for the new wing; therefore, it was decided not to remodel the kitchen facility at the time of design. Reporting that over the course of the last eleven months, conditions in the kitchen deteriorated, Ms. McCart explained that the building had been open to the elements while under construction, and the wear and tear of construction and construction traffic, together with graffiti experienced early on in the project, had rendered the kitchen non -serviceable at this point. Ms. McCart reported on the two levels of approach presented by the contractor to return the kitchen to a serviceable condition: 1) Carry out some heavy duty industrial cleaning of the walls, surfaces, light fixtures, ceiling, etc., repaint walls and resurface the flooring, which would make the facility operable and serve the community center, at an estimated cost of approximately $35,000; 2) Replace cabinetry, counters, appliances and surfaces, which would improve the kitchen to the point where it would serve the building for many years. Ms. McCart indicated that it would be cost effective to carry out this work while the contractor was on site and the kitchen opened up. She noted it was the replace rather than reface type of option, costing an additional $60,000. Should the Agency authorize staff to spend up to $125,000, with contingencies, the kitchen could be restored to a level that would blend in with the remainder of the building. Regarding funding commitments, Ms. McCart reported that a small number of funding commitments had been apportioned out over a period of years; however, the money was being spent now, and in order to ensure full project funding, staff was requesting an extension of $100,000. She expressed the hope that all of the funding commitments would remain in good faith and would be collected. Ms. McCart stated staff was suggesting consideration of reprogramming Agency bond funds from 1999, originally allocated for the Third Street garage, to the Pickleweed Community Center and Library project, in the amounts of $125,000 for the kitchen restoration and $100,000 to make the project funding goal. Chairman Boro confirmed the expectation that the $100,000 would be paid through commitments and pledges, leaving a net additional cost of $125,000. Member Cohen confirmed that the $100,000 was in the nature of a bridge loan that could be reprogrammed should everything fall into place. Regarding the kitchen project, in looking at the list of reasons for the damage, Member Cohen stated it appeared to him that several issues should have been anticipated, planned for and contained, and he was not sure whose responsibility the failure to do so was. With regard to "exposure to the elements" , he inquired whether this was a situation of failing to close in the building properly when it was torn up. He believed the contractor had to bear some liability for wear and tear during construction, and with regard to graffiti, controlling access to the site under construction. He inquired whether there had been any conversation with MidState about their sharing some of this or where the responsibility lay for the SRRA MINUTES (Regular) 03/20/2006 Page 2 SRRA MINUTES (Regular) 03/20/2006 Page 3 kitchen getting damaged during construction of the remainder of the facility Ms. McCart stated that MidState was willing to take on the project at this late date and to accept some of the responsibility; however, returning the kitchen to its condition at the start of work might or might not be to a serviceable quality level to blend with the remainder of the building. She noted that some walls had to be taken down to reveal some of the infrastructure to assess the north wall. One of the service windows was damaged and needed to be replaced, and staff could not determine whether this happened within the daily construction activities or through vandalism. There were a number of issues where the contractor would be willing to help; however, other conditions were caused by having the building open. She noted that the windows on the north side in the multi -use room were open for quite some time, resulting in wear and tear on the kitchen also. Noting contractors were always willing to help out, for payment, Member Cohen stated that should this be the case, it was not a big help. The fact that they were mobilized and on site, with the City willing to pay an extra $125,000 to do some work, meant additional profit. While not all of the issues could reasonably have been foreseen during construction, if some could have been foreseen and there was some responsibility on the part of the contractor, he inquired whether MidState was willing to contribute some portion of restoring what was there prior to commencement of work on the building. Interim Executive Director Ken Nordhoff stated he believed that had the two engineers on site managing the project found anything associated or attributable to the contractor, it was being worked through the negotiated payment process. Anything found that was not already related to MidState or their sub- contractors' activities would be further evaluated, and to the extent the contractor needed to be pressed to pay for issues caused by them, Mr. Nordhoff indicated that staff would ensure this occurred. Indicating that he was willing to see the item go forward, Member Cohen suggested working with the contractor to discount the work on the kitchen somewhat in light of recognizing some shared responsibility for the damage caused during the course of construction of the rest of the building, and he requested a follow-up report. Member Heller stated it appeared to her that the discussion with MidState concerned the $35,000, with the $60,000 going towards replacing very old or worn out appliances. Indicating he was not convinced of that, Member Cohen stated that sourcing the appliances was one thing; however, paying MidState $125,000 to carry out the kitchen restoration would mean a mark-up to them on acquiring appliances and installing them, etc. In reading the staff report, he was unsure whether the City was paying MidState $35,000, with the $60,000 going elsewhere. He believed it could well be going to a sub -contractor for cabinet installation, etc. Member Cohen stated his assumption was that the City would pay MidState $125,000 and they, or their sub -contractors, would acquire the materials, cabinets, appliances etc. and install them. Member Miller stated he wished to ensure that the equipment, appliances, sinks, etc., would all be appropriate and capable of establishing a commercial kitchen if the need or desire arose in the future. He favored having a base for transformation to a commercial kitchen by installing the appropriate equipment and appliances at this point. Chairman Boro stated that at the time the project was planned the kitchen was one area staff believed did not need renovation and in order to maintain the cost, it was not intended to upgrade it to any large extent; however, some wear and tear had occurred, and in looking at the site currently, he believed the present kitchen did not make sense. Noting the money had been held in reserve should a need arise, he believed there now was an opportunity. Chairman Boro concurred with Member Cohen in that if someone was to blame for some of what happened, it should be addressed; however, he believed it important to complete the project. Noting the project was on budget and on time, he commented that hopefully, there were still a few more outside funding sources, which could reduce the subsidy. SRRA MINUTES (Regular) 03/20/2006 Page 3 SRRA MINUTES (Regular) 03/20/2006 Page 4 Regarding the kitchen itself, Chairman Boro stated that as the facility became available, the former old auditorium would definitely be used for events, dinners, etc., and as Marin was constantly in search of new venues for such events, there was a good possibility the huge gymnasium would be similarly used; therefore, it was necessary to ensure the kitchen could support such activity on some level. Indicating he was somewhat surprised at the remarks concerning graffiti, Chairman Boro stated that when on a tour of the facility last week, one of the City engineers, on her own initiative, stated that having worked on many projects in the community, she was amazed and overwhelmed that although the facility had been open during the entire time of construction, not one hammer or piece of wood had been taken, and she commented that the community had truly respected the site. For the benefit of the public, Chairman Boro stated it was interesting to note that last year a new sewer system was installed in the Canal by contractor Maggiora & Ghilotti and on completion of the work, Mr. Ghilotti personally related to him that having done many jobs around the area and state, this was the first time they had no vandalism to their equipment, for which he was surprised and thankful. Because of this Mr. Ghilotti donated $7,000 to the Pickleweed Community Center. Chairman Boro noted the community had respected the project to date; this evening's action would make it complete and he urged all to support it. Member Miller moved and Member Cohen seconded, to adopt the Resolution. RESOLUTION NO. 2006-07 — RESOLUTION AUTHORIZING REPROGRAMING $225,000 FROM 1999 AGENCY BOND ALLOCATION TO THE PICKLEWEED PARK COMMUNITY CENTER AND LIBRARY PROJECT TO PERFORM KITCHEN RESTORATION MAINTENANCE AND PROVIDE FOR FULL PROJECT FUNDING AYES: MEMBERS: Cohen, Heller, Miller, Phillips and Chairman Boro NOES: MEMBERS: None ABSENT: MEMBERS: None AGENCY MEMBER REPORTS: 5. None. There being no further business, the San Rafael Redevelopment Agency meeting was adjourned at 8:23 PM. JEANNE M. LEONCINI, Agency Secretary SRRA MINUTES (Regular) 03/20/2006 Page 4