Book 3 Page 31775 04/01/13 2:30 P.M. MINUTES OF THE SPECIAL SARASOTA COMMUNITY REDEVELOPMENT AGENCY MEETING OF APRIL 1, 2013 PRESENT: Chair Suzanne Atwell, presiding, Vice Chair Willie Shaw, Members Paul Caragiulo, Shannon Snyder and Terry Turner, Executive Director Thomas Barwin, City Attorney Robert Fournier, and Secretary Pamela Nadalini ABSENT: None The meeting of the Special Sarasota Community Redevelopment Agency (CRA) was called to order by Chair Atwell at 2:38 p.m. 1. APPROVAL RE: MINUTES OF THE SPECIAL SARASOTA COMMUNITY REDEVELOPMENT AGENCY (CRA) MEETING OF MARCH 18, 2013 (AGENDA ITEM CRA-1) Chair Atwell noted CRA consensus to approve the minutes of the March 18, 2013, Special Sarasota Community Redevelopment Agency meeting. 2. REPORT RE: DOWNTOWN COMMUNITY REDEVELOPMENT AGENCY ADVISORY BOARD REPORT OF MARCH 21, 2013 (AGENDA ITEM CRA-2) Vice Chair Michael Beaumier, Downtown Community Redevelopment (CRA) Advisory Board, and Chief Planner Steve Stancel, Building and Zoning Division, Neighborhood and Development Services (NDS) Department, came before the Commission. Mr. Beaumier stated that at the March 21, 2013, CRA Advisory Board meeting, the Board approved the minutes of the January 31, 2013, CRA Advisory Board meeting unanimously; that the Board identified the following project priorities for Fiscal Year (FY) 2013/14: 1. Fruitville Road Pedestrian Sleeves 2. Cultural Park Master Plan 3. Downtown Circulator 4. Construction of a roundabout on Cocoanut Avenue In response to a question from Commissioner Turner asking if any portion of the Cultural Park is in the Community Redevelopment Area, Mr. Stancel stated yes; that the Community Redevelopment Area extends north to 10th Street. A motion was made by Member Snyder, seconded by Member Caragiulo, and carried by a 5-0 vote to accept the Community Redevelopment Agency (CRA) Advisory Board Report of March 21, 2013. 3. PRESENTATION AND DISCUSSION RE: STATUS REPORT REGARDING THE MAIN STREET STREETSCAPE IMPROVEMENT PROJECT (RFP #13-30LKD) AND THE FIRST STREET STREETSCAPE IMPROVEMENT PROJECT (RFP #13-27LKD) (AGENDA ITEM CRA-3) Chief Planner Steve Stancel, and City Engineer Alexandrea DavisShaw, Building and Zoning Division, Neighborhood and Development Services (NDS) Department, came before the Commission. Mr. Stancel displayed on the Chamber monitors the proposed locations for the Main Street and the First Street streetscape improvement projects and stated that Staff intends to bring the Commission an up-to-date report on the six landscape projects currently being constructed Downtown; that the projects total approximately $4.9 million in capital improvements; that the segments are as follows: 1. Segment 1 of Main Street from Gulf Stream Avenue to the Five Points roundabout 2. Segment 2 of Main Street from the Five Points roundabout to the confluence of the Orange Avenue and Main Street roundabout project 3. Segment 3 of Main Street from the Orange Avenue roundabout to Goodrich. Avenue 4. Orange Avenue and Main Street roundabout project which is in the engineering and design phase 5. The western side of North Palm Avenue between Café Epicure and Cocoanut Avenue 6. First Street from North Tamiami Trail to Pineapple Avenue Mr. Stancel continued that First Street was identified as a primary street in the Downtown Master Plan and is heavily walked; that the goal is to make the street more walkable; that currently the street is wide, the sidewalks are narrow, above-ground utilities exist, and several intersections are difficult to maneuver for vehicles and pedestrians; that enhanced landscaping is also desired; that the First Street streetscape improvements proposal includes engineering and design work for streetscape improvements on First Street from U.S. 41 to Pineapple Avenue; that Michael Wallwork, President and Transportation Engineer, Alternate Street Design, P.A., was hired to review the intersections at First Street and Cocoanut Avenue and First Street and North Pineapple Avenue, which has a confusing signalized intersection for drivers and pedestrians; that Mr. Wallwork indicated installing a roundabout at this particular intersection would very difficult due to the constrained size of the area; that Mr. Wallwork gave Staff two options to consider: 1) go from a signalized intersection to a control stop intersection or 2) T-off the ends of Pineapple Avenue which is not feasible due to deliveries to the Sarasota Opera House; that Mr. Wallwork presented a conceptual design and suggested the possibility of constructing a roundabout at the Cocoanut Avenue and Pineapple Avenue intersection, which would require additional ight-of-way. Ms. DavisShaw stated that adding sufficient right-of-way for pedestrian access must be taken into consideration if the Commission decides to pursue a roundabout at the Cocoanut Avenue and Pineapple Avenue intersection. Member Turner stated that the improvements should be done in tandem with the building of the proposed hotel in the area; that obtaining funding for constructing a roundabout in a timely manner is unrealistic; that a roundabout would be supported but is currently not financially feasible; that spending time and funds on designing a roundabout is a non-efficient use of City time; that the focus should be on planning and constructing the intersection without a roundabout. Discussion ensued about the lack of funds to construct a roundabout, designing a roundabout now to be presented to the Sarasota/Manatee Metropolitan Planning Organization (MPO) for future funding and the : necessities which should be included in current design plans to allowf for a future roundabout. Member Snyder stated that as a member of the MPO Board, he does not see funding for constructing a roundabout; that funding would likely not be available for eight or nine years; that time should not be spent on drafting plans for a roundabout if funding is not feasible; that the other roundabout projects on U.S. 41 are more important. In response to a question from Member Turner asking the reason the Downtown Improvement District (DID) reviewed contracts related to CRA funds, Mr. Stancel stated that the DID was reviewing the contract for general support of the project. Mr. Stancel continued that Jensen and Group Engineering Consultants, LLC; and David Johnson & Associates, Inc., have been awarded the contract to complete the project; that the general work for the First Street Streetscape Improvement Project is $193,540; that an additional $62,500 could be approved for roundabout engineering and design if desired; that the project would be completed by November 1, 2013, including the engineering and design and permitting; that is if the CRA chose to go out to bid right away, the bidding and selection of the construction firm could be achieved by January 30, 2014; that if construction begins thereafter, the anticipated completion date would be July 1, 2014. Discussion ensued about the collaboration with Florida Studio Theater (FST) regarding the proposed project, visual overview of the entire streetscape including possible landscaped pedestrian islands and wider sidewalks, and continuing with the possibility of pursing a roundabout for submission to the MPO. Book 3 Page 31776 04/01/13 2:30 P.M. Book 3 Page 31777 04/01/13 2:30 P.M. A motion was made by Member Snyder, seconded by Member Turner, and carried by a 5-0 vote to approve the First Street and Segments 1 and 3 of the Main Street Streetscape Improvement Projects as presented by Staff with the exclusion of the roundabout design. 4. PRESENTATION AND DISCUSSION RE: STATUS REPORT REGARDING THE MAIN STREET STREETSCAPE IMPROVEMENT PROJECT AND PROPOSED AGREEMENT BETWEEN THE CITY OF SARASOTA AND JON F. SWIFT, INC. (RFP #13-30LKD) CONCERNING THE SAME IN THE AMOUNT OF $1,451,924.35 (AGENDA ITEM CRA-4) Chief Planner Steve Stancel, and City Engineer Alexandrea DavisShaw, Building and Zoning Division, Neighborhood and Development Services (NDS) Department, came before the Commission. Mr. Stancel stated that at the May 21, 2012, Special CRA meeting, the CRA voted to approve several streetscape projects Downtown; that the motion included for the CRA to receive periodic updates prior to construction of any pre-approved segments; that the projects are being funded by Tax Increment Financing (TIF) and Downtown Improvement District (DID) funds; that Segment 1 of Main Street from Gulf Stream Avenue to the Five Points roundabout project includes the elimination of angle parking on the north side, implementation of parallel parking, bricking of the sidewalks, installation of bulb-outs to narrow the street, enhancement of the landscaping and the installation of black ornamental LED street lights; that Staff recommends installing pervious paver bricks in the parking area to increase stormwater retention and Silva Cells for better tree growth; that Segment 3 of Main Street from Orange Avenue to Goodrich Avenue will have bulb-outs installed and landscaping enhanced; that the globe in the lights as well as the luminaries will be replaced with LEDs. Discussion ensued about lost parking spaces, the initial project work being within the DID boundary, the possibility of extending the scope of work to have enhancements on both sides, installation of pervious pine paver brick also know as Pine Hall pavers, which were installed at Whole Foods and the Lemon Avenue Mall, concerns of previous conversations between the CRA and Staff not to consider the use of pervious paver bricks due to the liability and lack of a maintenance plan, and the possibility of bringing the plan back before the CRA. Deputy Director Brown stated that full responsibility is assumed if the direction concerning pervious paver bricks was not clear to Staff and Staff can reevaluate if desired. Member Turner stated that the pervious paver bricks could be used for the project if Staff can present an affordable maintenance plan. Discussion ensued about the possibility of using pervious paver bricks on the sidewalks versus using them in the street, a lawsuit against the City previously settled due to the brick used on Lemon Avenue, the design of the proposed roundabout at Orange Avenue and Main Street to force pedestrians to use the crosswalks to avoid accidents, a concern as to if Jon F. Swift, General Contractors, will be able to complete the project in a timely manner, and the use of continuing services contractors for Segment 2 of the Main Street Improvement Project. Mr. Stancel stated that the base bid for the project is $1,064,830.52; that the inclusion of the pervious paver bricks would be an additional cost; that Staff can consider the possibility of using concrete or impervious paver bricks, which would be at a lower cost; that the installation of Silva Cells for tree root aeration/growth is $191,072. Discussion ensued about the advantages of installing Silva Cells and the number and tree types being removed as a result of the project. In response to a question from Vice Chair Shaw concerning the estimated longevity of trees using the Silva Cells, Phil Smith, Landscape Architect, David W Johnston Associates, Inc., came before the CRA and stated that the use of Silva Cells allows trees to remain in the urban environment longer; that the trees will have more space for larger roots to grow before the roots damage utilities and hardscape. Discussion ensued concerning the difference between regular luminaries and LED lighting, the necessity to replace poles in Segment 1 due to the existing brickwork and sidewalk, the replacement of the globes and luminaries only in Segments 2 and 3, an allowance for backflow preventers for commercial shops Downtown, which is a City requirement, additional alternates recommended by Staff, the DID Board, or the CRA. Advisory Board but not added such as four sets of electronic bollards and pervious paver bricks, the anticipated completion dates for the various segments if approved at this time, and the importance of completing the final milling and paving prior to November 11, 2013, Veterans Day. In response to a question from Member Snyder asking if the Segment 2 Main Street Improvement Project from Five Points to Orange Avenue could be contracted out to another contractor, Purchasing Manager Mary Tucker, Purchasing Division, Financial Administration Department, came before the CRA and stated yes. In response to a question from Deputy Director Brown asking if Segment 2 Main Street Improvement Project could be constructed by the successful bidder for the other projects, Ms. Tucker stated yes. In response to a question from Member Turner asking if the continuing services contractors had been informed of the Segment 2 Main Street Improvement Project, Ms. Tucker stated yes; that three quotes were received. Executive Director Barwin stated that the bricks must come from the same source with the same standards; that the work would have to be coordinated if a different contractor is selected for the Segment 2 Main Street Improvement Project. Discussion ensued about the project for the western side of North Palm Avenue project would mirror the other side of North Palm Avenue, commencement of construction by May 2013 and completion by July 2013, the construction of a roundabout at Main Street and Orange Avenue, the possibility of fencing surrounding a roundabout being damaged by vehicles, the importance of having pedestrians cross the streets at crosswalks, the anticipation of construction occurring between May and November 2014 as the project was placed on hold for one year from the Summer of 2013 as recommended in the Capital Improvement Project (CIP) in terms of construction. The following person spoke: Forrest Shaw indicating combining Segment 2 with Segments 1 and 3 would intuitively and functionally make sense SO the work would be completed sooner rather than later, the project is small and consists of only three bulb-out extensions, the hope was to have the project completed in the fall of 2012 which did not happen and now spring 2013 has arrived. Ron Soto, Owner, Soto Optical, and President, Downtown Merchants Association, indicating members have concerns regarding a change in the parking from diagonal to parallel at the roundabout located at 1300 block of Main Street, parallel parking takes longer to park a vehicle, 50 percent of the parking spaces on the north side and a few parking spaces on the south side of Main Street will be eliminated and the Downtown Improvement District (DID) Board is talking about doing the sidewalks this year, which would mean two different projects are being proposed, everything should be done at the same time instead of torturing the merchants throughout the year. Ms. DavisShaw stated that the driver has better visibility pulling out with parallel parking than with angle parking; that this form of parking may be slower, but overall the method is safer to exit. A motion was made by Member Turner and seconded by Member Snyder to approve the contract with Jon F. Swift, Inc., for Request for Proposal (RFP) #13-30LKD for Segments 1 and 3 with a base bid of $1,064,830.52 with the exclusion of pervious brick roadway pavers and the inclusion of other allowances recommended by Staff. Book 3 Page 31778 04/01/13 2:30 P.M. Book 3 Page 31779 04/01/13 2:30 P.M. Member Snyder stated that Segment 2 consists of a small area; that a Change Order could be brought back; that Segment 2 should be completed utilizing the same contractor as Segments 1 and 3; that the small businesses in this area should not be treated any differently than the other businesses on Main Street; that Segment 2 should also be included in the motion. Member Turner stated that the project has been exhaustively over-evaluated with charettes, community meetings and discussions before the CRA 10 or 12 times; that concerns continue with pervious brick pavers; that at some point the CRA may move in the direction of pervious brick pavers; however, now is not the time; that the time has come for the project to move forward. In response to a request for clarification to the motion from Deputy Director Brown asking if asphalt or impervious brick pavers are to be used in the parking area, Member Turner stated that impervious brick pavers are to be used. Mr. Stancel stated that the dollar amount of the total contract will be less as impervious brick pavers will be utilized. Mayor Atwell called for a vote on the motion to approve the contract with Jon F. Swift, Inc., for Request for Proposal (RFP) #13-30LKD for Segments 1 and 3 with a base bid of $1,064,830.52 with the exclusion of pervious brick roadway pavers and thei inclusion of other allowances recommended by Staff, which carried by a 5-0 vote. In response to a question from Member Turner asking if Segment 2 can be integrated with RFP #13-30LKD without negative legal consequences, City Attorney Fournier stated that he is not familiar with the background facts of the contract; that the advice given by the Purchasing Manager sounded reasonable and is not doubted. Ms. Tucker stated that since Staff did a design and build contract for Segments 1 and 3 Main Street Improvement Project; that the small section in Segment 2 can be negotiated with the contractor for Segments 1 and 3; however, the contractor cannot know the bids received from the continuous services contractors for Segment 2. A motion was made by Member Snyder, and seconded by Vice Chair Shaw, and carried by a 5-0 vote to direct Staff to negotiate with Jon F. Swift, General Contractors, for Segment 2 of the Main Street project. 5. PRESENTATION AND DISCUSSION RE: UPDATE ON THE CITY OF SARASOTA COMMUNITY REDEVELOPMENT AGENCY (CRA) EATENSIONEXPANSION PROCESS AND APPOINTMENTS TO THE DOWNTOWN CRA EXTENSION COMMITTEE (AGENDA ITEM CRA-5) Executive Director Barwin stated that at the February 5, 2013, Joint Meeting of the Sarasota Board of County Commissioners (BCC) and the City Commission of the City of Sarasota, a discussion took place to explore the possible extension of the Community Redevelopment Agency (CRA), which will sunset in 2016; that the consensus of the conversation was both the City and County Commissioners would nominate individuals to review the possibility of the CRA extension; that the nominations are as follows: Nominations submitted by the City of Sarasota Commissioners - 1. Andy Dorr 2. Christopher Gallagher 3. Mark Huey 4. Katie Leonard 5. Michael Beaumier 6. Frank Carol Nominations submitted by the County Administrator on behalf of the Sarasota Board of County Commissioners - 1. Christopher Gallagher 2. Michael Beaumier 3. David Merrill 4. William Russell 5. Joel Freedman 6. Casey Colburn 7. Ernie Dubose Executive Director Barwin continued that two individuals are on both lists; that based upon further discussion with the County Administrator a decision was made to extend the opportunity to all 11 individuals due to their unique qualities and background; that Staff will bring back a draft Resolution at the April 15, 2013, Regular Sarasota Commission meeting if the CRA concurs with the selections. In response to a question by Member Snyder asking if the City or County Staff would be maintaining the e-mail, Deputy Executive Director Brown stated that Staff will meet with the City Auditor and Clerk, the City Attorney and the County Administrator to make a determination once the decision is made to move forward with appointing the committee. A motion was made by Member Caragiulo, and seconded by' Vice Chair Shaw, and carried by a 5-0 vote to direct Staff to draft a Resolution regarding the creation of a Commission to consider expansion and extension of the Community Redevelopment Agency (CRA) with the appointment of the 11 named individuals. 6. ADJOURN Chair Atwell adjourned the Special Sarasota Community Redevelopment, Agency (CRA) meeting at 3:40 p.m. 1 SUZANNÉ ATWELL, CHAIR ATTEST: Gwol ladav PAMELA M. NADALINI, SECRETARY Book 3 Page 31780 04/01/13 2:30 P.M.