Book 3 Page 31787 07/15/13 2:30 P.M. MINUTES OF THE SPECIAL SARASOTA COMMUNITY REDEVELOPMENT AGENCY MEETING OF JULY 15, 2013 PRESENT: Chair Shannon Snyder, presiding, Vice Chair Willie Shaw, Members Suzanne Atwell, Paul Caragiulo, and Susan Chapman, 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 Snyder at 2:33 p.m. 1. APPROVAL RE: MINUTES OF THE SPECIAL SARASOTA COMMUNITY REDEVELOPMENT AGENCY (CRA) MEETING OF MAY 6, 2013 (AGENDA ITEM CRA-1) Chair Snyder noted CRA consensus to approve the minutes of the May 6, 2013, Special Sarasota Community Redevelopment Agency (CRA) meeting. 2. REPORT RE: DOWNTOWN COMMUNITY REDEVELOPMENT AGENCY ADVISORY BOARD'S (CRAAB) REGULAR MEETING OF JUNE 20, 2013 (AGENDA ITEM CRA-2) Vice Chair Michael Beaumier, Downtown Community Redevelopment Agency Advisory Board (CRAAB) and Chief Planner Steven Stancel, Building and Zoning Division, Neighborhood and Development Services (NDS) Department, came before the Commission. Mr. Beaumier stated that at the June 20, 2013, Downtown Community Redevelopment Agency Advisory Board (CRAAB) meeting the Board's main purpose for meeting was to receive an update on the Downtown Streetscape project for Segments One and Three on Main Street; that a motion was made and carried by a 5-0 vote recommending a general policy be established for all crosswalks within the CRA which includes design continuity and the use of brick pavers; that a motion was also made recommending support for the use of the CRA funds as contingency for the crosswalks at Main Street and Palm. Avenue, which carried by a 5-0 vote; that the CRAAB recommend the Commission accept the June 20, 2013, Downtown Community Redevelopment Agency Advisory Board (CRAAB) report. A motion was made by Member Atwell, seconded by Vice Chair Shaw, and carried by a 5-0 vote to accept the June 20, 2013, Downtown Community Redevelopment Agency Advisory Board (CRAAB) report. 3. PRESENTATION AND DISCUSSION RE: PROPOSED CHANGE ORDER NO. 1 TO THE AGREEMENT BETWEEN THE CITY OF SARASOTA AND JON F. SWIFT, INC., (RFP #13-30LKD) FOR THE MAIN STREET IMPROVEMENTS PROJECT FOR BRICK CROSSWALKS AT THE INTERSECTION OF MAIN STREET AND PALM AVENUE IN THE AMOUNT OF $57,155.79 (AGENDA ITEM CRA-3) Ernest Ritz, Chair, Board of Directors, John Moran, Operations Manager, Downtown mprovement District (DID), and Chief Planner Steven Stancel, Building and Zoning Division, Neighborhood and Development Services (NDS) Department, came before the Commission. Mr. Ritz stated that at the June 14, 2013, Downtown improvement District (DID) meeting, the Board voted to advance funds to brick the crosswalks at Palm Avenue and Main Street and for the installation to match the quality of the work being done in Segment One of Main Street. Mr. Moran stated that the Board wished to assure the job is done right as indicated in a report previously distributed to the Commission; that a decision was made to brick the crosswalks instead of doing nothing; that the intersection was last redone three years ago; that the budget for the Main Street project has $122,000 unallocated as a contingency for unexpected costs during construction; that the Board's motion was for the DID to advance the funds for the Change Order for $57,155.79 for the brick crosswalks and immediately remove from the DID's overall budget the amount of $57,155.79; that funding is not an issue since the DID will fund the amount; that the issue is the additional 16 days working days and possibly a couple of rain days to complete the project, which means the intersection will be closed for approximately three weeks; that previously the commitment was for no street closures during the completion of the Main Street project, which is the reason for coming back to the Commission; that the following two options are proposed for installing brick pavers in the crosswalks: Option A Close the intersection of Palm Avenue and Main Street during construction - The intersection would be closed for approximately 16 days and the additional cost would be $57,155.79. No change in the contract completion date would be required. The substantial completion date is November 15, 2013, with a final completion date of December 13, 2013, and Main Street is scheduled to reopen on November 11, 2013. Option B Keep one lane of traffic open at all times during the construction phase adding 40 days to the completion date and an additional cost of approximately $97,820.03. Mr. Moran continued that since the DID's Board meeting, Staff was informed about a material other than brick being used in other portions of the State; that the material is known as thermoplastic which is cheaper but not recommend by the DID; that the City has not experienced or tested the use of this material and to use the material on one of the City's busiest street corners Downtown is not recommend; that thermoplastic is a pretend brick, installation of which would lessen the street closure timeframe and may even result in a better appearance than brick; that the question is if the thermoplastic would hold up at a busy intersection; that the purpose of the presentation is to advise the Commission of the street closure and the availability of an alternative material which is not recommended by the DID since the City has not tested the material and this portion of Downtown is not an area on which to experiment. In response to a question from Member Atwell asking the difference between thermoplastic and stamped concrete, Mr. Moran stated that the County has had experience with stamped asphalt. Chair Snyder stated that the County has had experience with both stamped asphalt and thermoplastic and the belief is neither was successful in high traffic areas. Mr. Stancel stated that Beneva Road and Bahia Vista Street is an area where the County experimented with stamped concrete; that the City experimented on St. Armands Circle with stamped concrete which did not hold up very well; that the City has also stenciled in crosswalks and applied an application on top which is still visible and approximately three years old; that the question is whether such an application should be tried at a location which is considered a pristine spot. Discussion ensued about whether the thermoplastic or stamped concrete is slippery or just has a shiny look, experimentation of various products at a major crosswalk located in an historic district, thei installation of brick in Segment One of the Main Street project, and maintaining consistency throughout the Main Street project. In response to a question from Chair Snyder asking the actual completion date if approved by the CRA Board and if the proposed project would be completed by Jon F. Swift, Inc., General Construction Managers (Swift Construction), Mr. Moran stated that work on the crosswalk is scheduled to commence on July 24, 2013, with a proposed three-week closure of the ntersection; that the work will be completed by Swift Construction. The following people spoke: Parker Converse, Owner, Artisan Cheese Company, located at 1310 Main Street, indicating the Commission is requested to vote against the proposed bricking of the crosswalks, the City should issue a Request for Proposal (RFP) to consider an alternate surface and timeline for the proposed project involving less construction and cost, the possibility of moving the project's construction commencement date to September 2013 when many businesses are closed, the current plan will close the intersection for 16 working days, and Book 3 Page 31788 07/15/13 2:30 P.M. Book 3 Page 31789 07/15/13 2:30 P.M. strong objections are expressed regarding the closing of the intersection and the concept of bricking the crosswalks, which is expensive. Louise Converse, Owner, Artisan Cheese Company, located at 1310 Main Street, indicating the business has declined 50 percent since the sidewalk improvement project began last year which is enormous for small local retail businesses, the lack of a wayfinding system SO people can access businesses, and the project will eventually lead to going out of business. Discussion ensued about the possibility of utilizing other streets to access businesses during street closures, lack of parking spaces due to construction, a wayfinding system to indicate businesses are open, wayfinding on secondary streets during construction and the interest of other merchants to begin the project sooner. In response to a question from Chair Snyder asking if the contractor can schedule the construction in September 2013 and if the contract cost would change, Jonathan Swift, Owner of Swift Construction, came before the Commission and stated that the project can be completed at any time and the contract amount would not change. Mr. Stancel stated that Staff and Mr. Swift have been working very aggressively with signage and even purchased special signs which read "Business Open" with the names of the businesses; that signage could be installed to direct people to park in the garage; that pedestrians will have access to the area. A motion was made by Vice Chair Shaw, seconded by Member Caragiulo, and carried by a 5-0 vote to approve closing the intersection of Palm Avenue and Main Street for approximately 16 days to install brick crosswalks at an additional cost of $57,155.79 funded by the budget of the Downtown Improvement District and direct Staff to schedule construction of the project for September 2013 and to have wayfinding signage installed for patrons and businesses. 4. ADJOURN Chair Snyder adjourned the Special Community Redevelopment Agency (CRA) meeting at 3:15 p.m. SHANNONSNYDER, CHAIR ATTESTS A. 0Cay PAMELA M. NADALINI, SECRETARY