MINUTES OF THE SPECIAL SARASOTA COMMUNITY REDEVELOPMENT AGENCY MEETING OF JUNE 18, 2018 PRESENT: Chair Liz Alpert, Vice Chair Jen. Ahearn-Koch, Members Hagen Brody, Shelli Freeland Eddie, and Willie Charles Shaw, Executive Director Thomas Barwin, Attorney Robert Fournier, and Secretary Pamela Nadalini ABSENT: None The meeting of the Community Redevelopment, Agency (CRA) was called to order by Chair Alpert at 3:02 p.m. 1. APPROVAL RE: MINUTES OF THE SPECIAL SARASOTA COMMUNITY REDEVELOPMENT AGENCY REGULAR MEETING OF MAY 07, 2018 (AGENDA ITEM CRA-1) Vice Chair Ahearn-Koch stated that the minutes of the Special Sarasota Community Redevelopment Agency (CRA) Meeting of May 7, 2018 should be corrected for non-substantive corrections and were already provided to the Office of the City Auditor and Clerk. A motion was made by Member Freeland Eddie, seconded by Member Shaw, and carried by a 5-0 vote to approve the minutes of the May 07, 2018, Special Sarasota Community Redevelopment Agency (CRA) Meeting as presented with the noted changes made. 2. PRESENTATION AND DISCUSSION RE: RECOMMENDATION FOR APPROVAL FOR BUDGET AMENDMENT FOR NORTH PALM AVENUE STREETSCAPE PROJECT NO. 001687 (AGENDAI ITEM CRA-2) Capital Improvements Projects Manager Richard Winder, Public Works (PW) Department, came before the Community Redevelopment Agency (CRA) Board and stated that the North Palm Avenue Streetscape Project No. 001687 went out tol bid and received no responses from contractors; that Staff then approached the existing continuing service contractors under the City's Small Utilities and Public' Works Contract for project pricing and the following quotes were received from: 1) C-Squared CGC, Inc. $299,093.35 2) Spectrum Underground Inc. $429,059.94 3) Stage Door II, Inc. $484,326.00 Mr. Winder continued that approximately $202,000 is available in the budget along with monies from the First Street Streetscape and Orange Avenue Roundabout projects; that Staff is requesting the CRA Board recommends approval to the Commission for Consent Agenda No 2, Item IV-B, Item No. 3, and Adoption Re: Proposed Resolution No. 18R-2727, amending the budget for the fiscal year beginning October 1, 2017, by providing for supplemental appropriations in the amounts dentified in Exhibit A; providing for severability if any of the parts hereof are declared invalid, etc. Deputy Executive Director Marlon Brown, City Manager's Office, came before the CRA Board and stated that the belief is the project commenced in 2012, and Mr. Winder stated that is correct. Deputy Executive Director Brown continued and provided the CRA Board with a brief historic overview and stated that a request was made for the Commission revise the project to save the historic Cabbage Palm Trees and through that process of revising this is the reason Mr. Winder is before the CRA Board this evening and information is included in the Agenda backup material. Inresponse to a question from Member Brody asking if no bids were received as the result of no one responding during the Request for Proposals (RFP) process, Deputy Executive Director Brown stated that is correct. Book 3 Page 31872 06/18/18 2:30 P.M. Book 3 Page 31873 06/18/18 2:30 P.M. Executive Director Barwin stated that one of thei issues is potential flooding of all the businesses since the water will be moving towards the storefronts instead of away from storefronts. In response to a request and question from Member Brody for Staff to place the photograph entitled "North Palm Avenue Flooding" included in the Agenda backup material on the Chamber monitors, and asking if the top left corner portion shown on the photograph will not be affected by the project, Mr. Winder stated that is correct; that the cross slopes and sidewalks have a lot of serious Americans with Disabilities Act (ADA) issues. In response to a comment from Member Brody that the area may require regrading, Mr. Winder stated yes. Discussion ensued about what the project will entail such as installing a storm system in the front area, changing out the grading for everything to slope towards the system which will be tied in at the following two points: 1) an inlet where the hotel was built, and 2) close to the alley located next to Café Epicure. In response to a question from Member Brody asking if the storefront spaces will be rentable, leasable, or if they will just be public spaces, Deputy Executive Director Brown stated that the concept does allow the opportunity for a sidewalk café if there is a use for such, and Mr. Winder stated that one of the units was going to be converted into a coffee shop but due to some necessary utility work to be done thei interested party backed out. In response to a question from Member Shaw asking if more drainage work is being proposed since storm drain work was completed within the last two years on the west and east sides of the area, Mr. Winder stated yes; that essentially the drainage work will take place in Bay Plaza since the water runs down the driveway, curves at the corner, goes into the area shown in the photograph, and flows across. In response to a question from Member Shaw asking ift this same conversation was had last year when the Art Ovation (Ovation) Hotel and Florida Studio Theatre (FST) were having drainage issues and the area where FST was having their issues was lifted due to the slant and revisited a second time, Deputy Executive Director Brown stated that is correct; however, they are two different projects; that one project dealt with the flooding which was occurring on Palm Avenue and Banana Place which still occurs and is not contributing to what is occurring at the site being discussed and will not exacerbate the flooding which was occurring at FST. In response to a question from Member Shaw asking if the flooding will continue at the site being discussed once the issues are maintained as mentioned by Mr. Winder, Deputy Executive Director Brown stated no. In response to a question from Member Shaw asking if all the flooding will go away once the issues are maintained as mentioned by! Mr. Winder, Deputy Executive Director Brown stated that he is not going to promise anything since Mother Nature and thei intensity of storms cannot be controlled; however, the nuisance flooding occurring presently will be taken care of as part of the project made mentioned by Mr. Winder. Discussion ensued about all the drainage systems being interconnected and draining at Gulfstream Avenue, the City, County, and Florida Department of Transportation (FDOT) conducting a major basin study which will take care of the flooding issues along with researching how to mitigate all the flooding which occurs at Gulfstream Avenue and U.S. 41, and Fruitville Road and U.S. 41, and expanding the ponds at the end of Gulfstream Avenue and U.S. 41. In response to a question from Member Shaw asking if a clean-out occurred at Gulfstream Avenue and U.S. 41 where the pond is located since area was very problematic last year, Deputy Executive Director Brown stated that this is not eradicated; that the pipes are undersized and the reason for conducting a major basin study; however, all the pipes were cleaned-out along with the outfalls of the pipes in anticipation of this year's rainy season. Executive Director Barwin stated that U.S. 41 still floods during high tide and heavy rains due to a ditch needing to be cleaned out and eventually pumping water will also have to be reviewed which is what Deputy Executive Director Brown was referencing in terms of a major basin study with the County and their Storm Management team. In response to a question from Member Freeland Eddie asking if Staff took into consideration the possibility of making this a Guaranteed Maximum Price (GMP) with regards to the agreement and if not the reason why, Mr. Winder stated no, since there are certain set prices which they have to be abide by outlined in the contract. Discussion ensued about the same area being visited in the past and repairs made for flood-related issues, concerns of the Commission possibly being presented with Change Order(s) for the project after approval resulting with extensive costs to the City, no line item(s) outlined and submitted with the initial request, and the hope that language was drafted in the agreement for providing the City with flexibility. Deputy Executive Director Brown stated that the price quoted and given by the contractor is a GMP and would provide some cushion; however, normally this is reported to the Commission in the form of a Change Order should there be some unforeseen occurrence. Member Freeland Eddie stated that is understood; however, Staff must be more cautious and mindful and not embed a large percentage for no reason and should review other projects for possibly anticipating some foreseeable happenings, and Mr. Winder stated that thus far he has not had any occurrences with the Streetscape Projects. Discussion ensued about what was learned with the roundabout located at Cocoanut Avenue which resulted with issues still not being resolved and will that issue impact the project being presented in terms of the new stormwater issue presented by Staff. Deputy Executive Director Brown stated that Staff is still working with Ovation and the County for resolving the issue in front of FST; that a bubbler box will be installed to help alleviate the issues with nuisance flooding at their entrance and the hope is this will take care of the flooding. In response to a question from Member Freeland Eddie asking if Staff received the engineering report, Deputy Executive Director Brown stated that Staff is still awaiting the final report as the result of the bubbler boxes still being installed. Mr. Winder stated for clarification the evaluation of the curve lines on Palm Avenue are not changing. Executive Director Barwin stated that the City is adapting to the changing circumstances going forward; that Floodplain Maps are continuously updated and require higher elevations for newer structures. Amotion was made by Member Shaw, seconded by Member Brody and carried by a 5-0 vote to recommend approval to the Commission of Consent Agenda No 2, Item IV-B, Item No. 3, and Adoption Re: Proposed Resolution No. 18R-2727, amending the budget for the fiscal year beginning October 1, 2017 by providing for supplemental appropriations in the amounts identified in Exhibit A; providing for severability if any of the parts hereof are declared invalid, etc. (Tile Only) for North Palm Avenue Project. 3. ADJOURN Chair Alpert adjourned the Special Sarasota Community Redevelopment Agency (CRA) Meeting at 3:17 p.m. Book 3 Page 31874 06/18/18 2:30 P.M. Book 3 Page 31875 06/18/18 2:30 P.M. ABeRt LizB/pert, Chair Attest SOTA & R 6 o n 0 Pamèla, M.AadalhbSecretay 890 2.