Zionsville Redevelopment Commission (ZRDC)

MINUTES OF THE JUNE 25, 2012 MEETING OF THE ZIONSVILLE REDEVELOPMENT COMMISSION A meeting of the Zionsville Redevelopment Commission (“Commission”) was held on Monday, June 25th, at 6:30 p.m. in the Zionsville Town Hall Conference Center. Notice of the meeting was duly given to all Commissioners and posted in the notice area of the Town Hall. Those present at the meeting included Commissioners Mike Latz, Carol Marquiss, Craig Anderson, John Tousley, Mark Plassman, Town Manager Ed Mitro, and Boone EDC Executive Director, Dax Norton. Commissioner James Longest was not present. Mike Latz called the meeting to order at 6:35 p.m. The first agenda item was the approval of the May meeting minutes. Craig Anderson made a motion to approve the May 29, 2012 meeting minutes with suggested change from “expensive” to “outside of the current budget” in 5th paragraph, Carol Marquiss seconded the motion. The motion was approved 5 to 0. The next agenda item was Old Business. Mike Latz stated that there was no new information on the Dow property but he wants to leave it on the agenda as a reminder. The next agenda item under Old Business was an update of the Micro Loan. Dax Norton stated that the commission would have a first applicant soon and Bryan Brackemyre was working diligently to call a meeting of the loan committee. Dax Norton also stated that there were 2 or 3 other potential applicants at this time. Carol Marquiss stated that she did not think the money had been moved in to the loan account at the State Bank of Lizton and asked Ed Mitro to inquire about the matter. Ed stated he would take care of the request. The next agenda item under Old Business was an update on the Strategic Plan. Ed Mitro stated that the working group draft was available on the town website homepage. The next Public Meeting will be held June 26, 2012. The next agenda item under Old Business was an update on projects within the Redevelopment Area. Ed Mitro stated that he had nothing new to report at this time. The next agenda item under New Business was a consideration of a contract for engineering services between the Zionsville Redevelopment Commission and Beam Longest and Neff, LLC (design of water and sewer extensions – 106th Street/Dow Property). Mike Latz stated that he and Ed Mitro had reviewed the contract at length and with having obtained revisions, they are ok with proceeding with signatures and commence work. Mike Latz stated that he was confident that the contract is appropriate industry standard and the costs are reasonable with the scope of services meets the requirements necessary to complete the project to RDC expectations. Mr. Latz then proceeded to break down the contract and give the commissioners an explanation and summary of each section. Mike Latz also reminded the commission that BLN had previously performed a study for this project, and they were well informed on what was expected for a successful project. Mike Latz stated that the contract was to perform an engineering design and construction management for the entire project but reminded the commission that the water extension would likely be constructed in two phases due to budget costs. Mike Latz stated that cost estimates would be provided at stages of the design and decisions on the phasing of the project could be made after reviewing the cost estimates. He suggested that contract bids for phase 2 (the extension of the water north across Eagle Creek) be held until 2013 to fit into the 2013 RDC budget. Mark Plassman asked why the water extension would not start in the opposite direction with Phase 1 being the crossing of Eagle Creek. Mike Latz stated that the creek crossing would be the most expensive phase of the water extension project, and there would likely not be enough funds in the 2012 budget to cover the cost. Mike Latz stated that Wayne DeLong would be the Town’s point of contact for the project. Ed Mitro stated that Wayne would be attending the commission meetings on a regular basis soon. Mike Latz discussed compensation. He stated that the project was $175,000 over projected budget due to construction services be added in to the contract. He stated that there would be 2 fees with 1 lump sum payment. He also stated that there would be a not to exceed number for work completed. Mike Latz stated that he and Ed Mitro were asking the commission to grant them permission to sign the signature block of the contract on behalf of the RDC. Ed stated that there is money in other line items that can be moved to cover the additional $175,000. Ed stated that there is $500,000 in the Economic Development line and $100,000 in the Citgo Site line. John Tousley asked where a bill will go when submitted and how is the bill broken down. He asked if the bill would be broken down and show detailed hours worked and serviced provided or would it be general in nature. Andy Pickell with Bean Longest and Neff stated that it was industry standard to show task completed on a bill but it would not show hours of each individual. Mike Latz stated that fro lump sum items within the contract the bill would not show hours but the hourly not to exceed items would stated the hours spent. John Tousley stated that he was ok with the billing structure as long as the cost stayed below the not to exceed amount. Mark Plassman asked if the contract or project would require the acquisition of any parcels of land for right-of- way purposes. Ed Mitro stated that the commission we would not know the answer to that question until the engineering study is complete. He stated that the area likely needing acquisition would be along Zionsville Road. John Tousley asked if anyone was concerned about where the extension would be placed relative to future thoroughfare improvements suggested in the Thoroughfare Plan. Ed Mitro stated that this project would likely stay within the current right of way.  John Tousely stated that he was concerned that the commission was not given sufficient time to review the contract and approve it for the meeting. Mike Latz stated that he and Ed had thoroughly reviewed the contract and based on their professional experience and knowledge, were recommending that the commission proceed with granting Ed and Mike permission to sign the contract on behalf of the RDC. John Tousley stated that he was willing to proceed on faith, but asked that the commission be given more time to review these items in the future. Craig Anderson moved to give Ed Mitro and Mike Latz permission to sign the contract for engineering services to design the water and sewer extension for the 106th Street/Dow Property area. Mark Plassman seconded. Motion carried 5-0. Dax Norton gave a brief update on projects and services from the Boone EDC. Craig Anderson made a motion to adjourn, Carol Marquiss seconded the motion. The motion was approved 5 to 0. The next meeting of the commission will be held at 6:30 on Monday, July 23rd, 2012. The meeting was adjourned at 7:35 p.m.