Loading...
2000-11-28MINUTI g TItI ItlL WOIIK§ItOP TUESDA¥~ NOVEMBER 28~ 2000~ 5:00 P.M. PRESENT AT MEETING: Mayer Pat Melsel; City Manager Kandis Hanson; Council Members: Bob Brown, Mark Hanus, and Leah Weycker. Bruce Chamberlain. Jim Prossor of Ehlers and Associates and City Attorney John Dean. Recording Secretary Sue Schwalbe. PUBLIC PRESENT: Pete Meyer, Kim Anderson 1. OPEN MEETING AT 5:30 P.M. 2. U.S. POST OFFICE RELOCATION STATUS Mr. Presser first provided the HRA Council with a background summary, the current status, the development timetable and some options so that the HRA Council can review its concerns. Mr. Prossor has experience both as a city manager and working with six or seven different cities with project redevelopment management and explained how difficult it is to script how a timetable will occur. There are many bureaucratic layers in dealing with the Post Office, which means it is difficult to tie them down to a schedule. The HRA Council does not have sovereign rights over the post office; therefore, we must seek their cooperation to move ahead into the construction phase of the project. With that background in terms of what we are looking for right now, we are looking to receive by the end of this week design submittals. That phase of the project is on track. Approximately two (2) weeks after that final documents should be received that would allow the City to proceed with the review of the site plan. On or about January 15,2001, the post office should issue the request to the developers for the building. They will be seeking developers to submit quotes and build the building. They will then lease it back to the Post Office. United Properties is interested in being the developer. Land purchase. It will be approximately the end of January to complete the Land Purchase Option Agreement between the City and the Post Office. The post office has an option agreement. Then they can assign the property to the developer. The Post Office next needs to secure some building design standards/issues. The Post Office may be looking for assistance from the City if they choose to promote a special design. The City should first look at the rate of return before making any investment. The value of the enhancements may not be worth the financial assessments to the City of Mound. Bruce Chamberlain is requesting the Post Office submit a "base building" quotation and an "enhancement" quotation for the City to review. February 2000 the Post Office will welcome development offers. In March they will select a developer and agree upon a lease agreement. Construction should then begin a month after the lease agreement. On or about June 1, 2001, the City should solicit the construction agreement. Council Member Brown inquired as to the assurances that we have an accurate schedule. Mr. Prossor suggested the HRA Council needs to review the schedule in more detail with the Post Office. We can also encourage them to implement liquidated damages (penalties) into their agreement with their contractor so that the schedules will be met. We should stay in steady contact with the Post Office and track every one of these schedule dates. Mr. Chamberlain explained that in September the Post Office went back to the concept stage and the schedule went "south". The City of Mound has no real control on the progress of the schedule. Council Member Hanus believes that this schedule is underscored by at least six months, is totally unacceptable and filled with many conflicts. We are now in a position that the City Council said was unacceptable eight months ago. What do we need to do to get back on schedule which means building prior to March 2001 ? Mr. Chamberlain explained that construction on the Willette site cannot begin until spring of 2001 due to weather, developer, etc. We also know that the Post Office will not be ready until March of 2001. Council Member Hanus put forth the idea of finding a temporary site for the Post Office so that the Greenway Project will not be delayed. What about relocating at the Dodd's site. This would promote the Post Office to move ahead with their project. Mr. Prossor responded to keep in mind any relocation would have to meet current code and this will easily cost over $100,000. The cost to relocate at the Balboa site would be approximately $300,000.00. Council Member Hanus inquired to as to opening bids in March 2001. How long is there between bid opening and starting construction. Are there any limitations as to loss of funds. Mr. Prossor stated there is no legal limitations. Mr. Chamberlain suggested to promote payment based on a percentage of completion. Mr. Prossor suggested meeting with some developers to get feedback in regards to scheduling. Construction time is approximately eight to nine months. Also the DNR limits dredging to due to lack of sunlight to spawning fish. There are no time restrictions on dredging the shore area. Council Member Brown agrees with Hanus and that for two years this program was supposedly going forward. We have continually spent money and nothing is moving forward. Council Member Hanus questioned if we can get a congressional Delegation involved. Mr. Prossor explained that a Congressional Delegation has been discussed. This is not likely to help the situation and only hurt. Also it is very difficult to deal with the Post Office because they are not local they are out of Kansas City. The Post Office is at the point where they have to do something. They are very cramped in their present location. Council Member Hanus questioned if the City can we give them a cut-off date for financial assistance. It is possible that Mr. Chamberlain or a representative could fly to Kansas City and get something done. Mr. Prossor responded that possibly that would be an effective tactic later on; however, it is too early at this time. The Post Office is in design review at this time. Mr. Chamberlain furthered explained that the Post Office will review the design on Friday and we need to have a discussion on "managing expectations". Mr. Chamberlain informed the Council that no sub-division is required and the zoning is appropriate. A PUD and some variances will be needed. Parking size variances will be required. The setback and curb-cut width issues must be addressed. Mr. Prossor informed the Council that the plans should be ready in mid-December to start the PUD. requiring approval before they move ahead. The Post Office is Mr. Prossor would like to identify the earliest time we could have the bids/specs prepared and lets get together with some developers to get some time schedules and assistance. Council Member Brown suggested the City Council should request from the Planning Commission a special meeting date to move ahead to meet with this schedule. Council Member Weycker asked about the qualification time for TIF? Mr. Dean responded that this is not a problem. Construction time is five months for the standard design. Council Member Hanus questioned if the land cost could increase a percentage based on date. We should not loose any attempt to get damages built into contract for lateness. Council Member Hanus reiterated that the plans are just now being completed. The City and Post Office can begin the review process as soon as possible. 3. OTHER REDEVELOPMENT DISCUSSION MEETING ADJOURNED AT 6:30. P.M. Recording Secretary Sue Schwalbe