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HomeMy WebLinkAbout2004-09-09MINUTES REGULAR PALM DESERT REDEVELOPMENT AGENCY MEETING THURSDAY, SEPTEMBER 9, 2004 CIVIC CENTER COUNCIL CHAMBER I. CALL TO ORDER - 3:00 P.M. Chairman Spiegel convened the meeting at 3:05 p.m. II. ROLL CALL Present: Member Jean M. Benson Vice Chairman Buford A. Crites Member Jim Ferguson Member Richard S. Kelly arrived at 3:07 p.m. Chairman Robert A. Spiegel Also Present: Carlos L. Ortega, City Manager/RDA Executive Director Robert W. Hargreaves, Deputy City Attorney Sheila R. Gilligan, ACM for Community Services Homer Croy, ACM for Development Services Justin McCarthy, ACM for Redevelopment Stephen Y. Aryan, Assistant to the City Manager Rachelle D. Klassen, City Clerk Amir Hamidzadeh, Director of Building & Safety Philip Drell, Director of Community Development Paul S. Gibson, Director of Finance/City Treasurer Michael J. Errante, Director of Public Works David Yrigoyen, Director of Redevelopment & Housing Robert P. Kohn, Director of Special Programs Duane K. Munson, Interim Director of Human Resources ID. ADJOURN TO CLOSED SESSION Request for Closed Session: Conference with Real Property Negotiator pursuant to Government Code Section 54956.8: MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING SEPTEMBER 9, 2004 1) Property: APN 653-420-020 Negotiating Parties: Agency: Justin McCarthy/Palm Desert Redevelopment Agency Property Owner: Palm Desert Redevelopment Agency Other Parties: John Foster/West Coast Turf Under Negotiation: x Price x Terms of Payment On a motion by Crites, second by Spiegel, and 4-0 vote of the Agency Board, with Kelly ABSENT, the following item of property negotiation was added to the Agenda for Closed Session discussion, and the motion included adjourning to Closed Session at 3:05 p.m. 2) Property: APNs 620-400-006, 620-450-001, 620-450-008, 620-420-010 Negotiating Parties: Agency: Justin McCarthy/Lauri Aylaian/ Palm Desert Redevelopment Agency Property Owner: Palm Desert Redevelopment Agency Under Negotiation: x Price x Terms of Payment Chairman Spiegel reconvened the meeting at 4:05 p.m. IV. RECONVENE REGULAR MEETING - 4:00 P.M. A. REPORT ON ACTION FROM CLOSED SESSION. None V. AWARDS, PRESENTATIONS, AND APPOINTMENTS None VI. CONSENT CALENDAR A. MINUTES of the Regular Redevelopment Agency Meeting of August 26, 2004. Rec: Approve as presented. B. CLAIMS AND DEMANDS AGAINST THE AGENCY TREASURY - Warrant Nos. 42RDA, 45RDA, 47RDA, 43-Housing, 48-Housing, and 49HA. Rec: Approve as presented. Upon motion by Crites, second by Ferguson, the Consent Calendar was approved as presented by a 5-0 vote. 2 MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING SEPTEMBER 9, 2004 VII. CONSENT ITEMS HELD OVER — None VIII. RESOLUTIONS None IX. NEW BUSINESS None X. CONTINUED BUSINESS None XI. OLD BUSINESS A. REQUEST FOR AUTHORIZATION TO AWARD CONTRACT FOR CONSTRUCTION OF THE PALM DESERT VISITOR INFORMATION CENTER (CONTRACT NO. R19540A). Mr. Ortega noted the staff report and recommendation in the packets and offered to answer any questions. Member Benson moved to, by Minute Motion: 1) Authorize award of the subject contract to WDL Construction, Palm Desert, California, in the amount of $3,019,098.20 and authorize the Chairman to execute same; 2) Authorize the Director of Finance to set aside the amount of $150,955 as 5% contingency for the project (use of contingency requires additional action) — funding is available in the Capital Improvements Program for Entrada del Paseo for FY 2004/05. Motion was seconded by Crites and carried by a 5-0 vote. B. REQUEST FOR APPROVAL OF AN INCREASE IN SCOPE FOR THE NEW MULTI -USE BUILDING AT ENTRADA DEL PASEO, ALLOWING FOR ADDITIONAL PUBLIC MEETING SPACE, AND APPROVAL OF CONTRACT AMENDMENT NO. 1 TO CONTRACT FOR DESIGN OF THE MULTI -USE BUILDING (CONTRACT NO. R22600). Redevelopment Manager Lauri Aylaian reviewed the staff report and offered to answer any questions. Upon question by Chairman Spiegel relative to the total cost of the building, Ms. Aylaian responded that it was anticipated the total project budget would be increased by approximately $430,000. Originally approximately $1.5 million was appropriated, and this would bring the total to approximately $2 million. She noted that with the increase in size and some of the features, 3 MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING SEPTEMBER 9, 2004 there would be an increase in recurring annual maintenance costs of approximately $8,500 per year. Member Ferguson questioned the "more elaborate building design" costs of $175,000 as noted on page 3 of the staff report. Ms. Aylaian responded that it had been established that the budget was based on a moderate cost effective design. The type of building now being considered and the level of intricacy of design and some of the features that would increase the life cycle cost efficiency of the building would then drive up the initial cost. Rather than being a $150 per square foot building, the cost was now closer to $200 per square foot. Upon further question, she said this addition would make the building more flexible and more versatile for other types of uses. MS. SUSIE HARVEY, Palm Desert Chamber of Commerce, said she felt it was great for the City to have a multi -purpose building such as this, which would allow for flexible meeting space, and she was excited it was almost a reality. She said the Chamber was looking forward to the new office space; however, they did have a concern with regard to proximity of the reception area to the work room. She showed plans for four designs which were presented to the Entrada del Paseo Committee in July. She said it was important to the Chamber that the reception area and work room be in closer proximity to each other because some of the job duties of the receptionist were photocopying, collating, mailing of packets, etc. In Plan "A", the work room was right across the hall, within view and easy access of the reception area. She said the only plan version presented to the Committee that did not keep that feature was Plan "B," which was the plan in the Agency's Agenda packet for approval. That plan recommended locating the fourth conference room for the multi -purpose uses in what was the work room in the three other plans, moving the work room to an area that is no longer within easy view and access to the reception area. She asked that the Board consider Plans "A," "C," or "D" rather than Plan "B." Ms. Aylaian noted that all four options had been considered, although Plan "B" was being recommended with four separate meeting rooms. Upon question by Chairman Spiegel, she noted that Plan "D," which also had four meeting rooms, would be approximately $10,000 higher in cost. She noted that of the four options considered by the Steering Committee, Plan "A" was closest to the original scope, which was two meeting rooms, one of which could be divided into two smaller meeting rooms with a movable partition. Plan "B" added the fourth meeting room in the most cost effective manner, and this was the plan that was recommended by the Steering Committee. The fourth conference room was positioned in Plan "C" in such a way that the Committee felt it was too small and confined and would not have the same view opportunities as the other meeting rooms. With regard to Plan "D," the meeting room was essentially added on the outdoor patio. It was basically on the same side of the building as the other meeting rooms, but 4 MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING SEPTEMBER 9, 2004 it used more building area and was the least efficient use of building floor space of the four options reviewed, thus the increase in cost. Member Benson noted that the location of the work room was not something that was addressed by the Committee when it was reviewing the four plans, and the Committee did not ask the architect if there was a way to incorporate the work area into the reception office. Ms. Aylaian agreed that the concern was not addressed when the Committee was looking at this plan, although she felt there were ways it could be addressed. Upon question by Member Ferguson, Vice Chairman Crites explained his recommendation for Plan "B" because he felt it was the best use of space and had kitchen and storage space central to the main conference rooms. He stated that modifying Plan "B" to provide a closer proximity and functionality between the reception area and work room would keep it within the existing building footprint and have one conference room separate and away from the others to allow for more privacy. Upon question by Chairman Spiegel, Ms. Aylaian responded that from the inception of the design, it had been proposed that the meeting space would be managed by the Chamber of Commerce, and one of the duties assigned would be scheduling of the meeting rooms and locking up after hours, although exact details had not yet been addressed. Upon question by Member Ferguson, she said details of how the City wanted it administered could be specified in the lease agreement with the Chamber. Vice Chairman Crites moved to, by Minute Motion: 1) Approve an increase in scope for the new Multi -use Building proposed for Entrada del Paseo; 2) Approve the conceptual floor plan, as shown in the accompanying staff report Exhibit 1; 3) Approve Contract Amendment No. 1 in the amount of $13,760 to the subject contract with Patel Architecture, Rancho Mirage, California, for the additional architectural services necessitated by the aforementioned scope increase and authorize the Chairman to execute same — funding is available in the FY 2004/05 Capital Budget for the Entrada del Paseo Project (Account No. 850-4358-433-4001), with additional direction to work with the architect in modifying the selected layout (Plan "B") for the interior building design such that it will provide a closer proximity and functionality between the Reception Area and Work Room. Motion was seconded by Ferguson and carried by a 5-0 vote. C. REQUEST FOR APPROVAL OF CHANGE ORDER NO. 1 TO CONTRACT NO. R21610—CONSTRUCTION, REPAIR, AND REHABILITATION OF THE LAKES AND PUMP SYSTEM AT THE DESERT WILLOW GOLF RESORT. Mr. Ortega noted the report and recommendation in the packets. Member Ferguson moved to, by Minute Motion: 1) Approve Change Order No. 1 in the net deduction amount of $52,956.90 to the subject contract with Cora Constructors, 5 MINUTES PALM DESERT REDEVELOPMENT AGENCY MEETING SEPTEMBER 9, 2004 Palm Desert, California, for: a) $29,663.10 for draining and additional grading; b) ($82,620) deduction for deletion of Lake #3; 2) Approve a 10-calendar day time extension to the original contract; 3) Authorize the Chairman to execute said Change Order — funds are available in Account No. 850-4663-454-4001. Motion was seconded by Kelly and carried by a 5-0 vote. XII. PUBLIC HEARINGS None XIII. REPORTS, REMARKS, AND AGENCY BOARD ITEMS REQUIRING ACTION A. EXECUTIVE DIRECTOR None B. AGENCY COUNSEL None C. CHAIRMAN AND MEMBERS OF THE AGENCY None XIV. ADJOURNMENT Upon motion by Crites, second by Kelly, Chairman Spiegel adjourned the meeting at 5:40 p.m. ATTEST: HELLE D. KLASSE , SECRETARY PALM DESERT REDEVELOPMENT AGENCY ,,12'(, ROBERTA. SPIE EL, CH RM1N 6