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HomeMy WebLinkAbout09/21/2010 - Regular Minutes - Wolf Pen Creek Oversight Committee MEETING OF THE WOLF PEN CREEK OVERSIGHT COMMITTEE REGULAR MEETING MINUTES 2:00 PM, TUESDAY SEPTEMBER 21, 2010 CARTER CREEK WASTE WATER TREATMENT PLANT 2200 NORTH FOREST PARKWAY COLLEGE STATION, TX 77842 STAFF PRESENT: David Schmitz, Interim Director; Amanda Putz, Committee Secretary; Brandi Whittenton, Staff Assistant; Chuck Gilman, Director of Capital Projects; Donald Harmon, Assistant Director of Capital Projects; Sheila Walker, WPC Recreation Supervisor; Scott Hooks, West District Park Operations Supervisor; Peter Lamont, Recreation Superintendent; Vera Solis, Aquatics Supervisor; Daniel Tice, Assistant Aquatics Supervisor; Lance Simms, Assistant Director of Planning and Development Services; Jeff Kersten, Chief Financial Officer; Pete Vanecek, Senior Park Planner COMMITTEE Randall Pitcock, James Massey, Gary Erwin, Kenny Mallard, PRESENT: Marc Chaloupka, Sharon Colson, Dennis Maloney, Marsha Sanford VISITORS: Andrew Konyha, Senior Associate, Clark Condon Associates Paul Weathers, ASLA, Clark Condon Associates Landscape Architecture Richard P. Cate, AIA – MC/CM Architects David Besly, Bleyl and Associates 1.Roll call and call to order: The meeting was called to order with a quorum present at 2:05 p.m. 2.Pardon and possible action concerning requests for absences of members. Scott Shafer sent in a request for absence. Marc Chaloupka made a motion to approve the absence request submitted, and Gary Erwin seconded the motion. The vote was called. All were in favor, and the motion passed unanimously. 3.Presentation, possible approval, and discussion on the June 1, 2010 minutes of the Wolf Pen Creek Oversight Committee: Marc Chaloupka made a motion to approve the minutes as submitted, and Marsha Sanford seconded the motion. The vote was called. All were in favor, and the motion passed unanimously. 4.Presentation, possible action, and discussion regarding the Wolf Pen Creek Water Feature and Festival Area Project. Donald Harmon, Assistant Director of CIP, gave a brief overview of the project status. Clark Condon finished the design documents and submitted them to Planning and Development for review. Expected Timeline th September 27: Site Plan comments on non-residential o construction. th October 4: Comments from the engineering group. o th October 11: Clark Condon to address any concerns o regarding the site plan and the engineering. October 22nd: Scheduled for the Design review board o meeting. After which any concerns that come from the meeting be will addressed by Clark Condon at that time. Full Constructions plans will be sent to the Planning and o Development department to pull building permits. Late November this project should be ready for construction o bids. When the construction contract is awarded, this project will go to City Council. Clark Condon Associates discussed the construction process and explained that it will take six to nine months for the construction process. ~ Sharon Colson arrived at 2:08 p.m. ~ If the Committee prefers, construction updates can be sent to the Chair, James Massey. The Committee agreed that they would like to get project updates. It was explained that at anytime if a meeting needs to be scheduled to discuss any questions or issues with the project, then a meeting could be scheduled. Paul Weathers began the presentation of the Final Design Plan for the WPC Water Feature and Festival Area. There was an elimination of the trail leading to the back of the Wolf Pen Plaza area in the previous design to help with decreasing costs in the design. The trail was not going to be used by staff and/or guests because it was leading to the back of the Operations Center of Wolf Pen Creek, which could be a potential safety risk at events. 2 September 21, 2010 Wolf Pen Creek Oversight Committee Minutes The trail could be added back should a redesign of the Operation Center happen. The Committee was concerned about the connectivity of the site. Marc Chaloupka commented on the connection between the Art Council site and the Wolf Pen Creek Festival area site and how there is no longer a pedestrian walk way. Paul Weathers said that for budget purposes the walk way was eliminated, and that the driveway would serve as both, drive access and pedestrian access. Richard Cate explained the Architecture of the buildings at the site. He explained the rooms that have air conditioning, storage rooms, electrical rooms, pump rooms, and the pergola was discussed. The pergolas match the columns on the buildings and surrounding features of the site. Paul Weathers explained the Power/Water Pedestal that would be around the circumference of the site. Marc Chaloupka requested that a door to close off the water pedestals and electrical outlets be incorporated onto the Power/Water pedestal so that there would not be more of a risk for vandalism. There was a consensus on that request from the committee. In previous meetings it had been discussed to decrease the amount of parking spaces for the site, because there is flexibility to add more parking spaces in the future. The only parking spaces in the revised layout are located directly in front of the entrance to the site. There are alternates in the plan allowing for more parking. In discussion of the Water Feature Paving, the outer concrete bands are a darker concrete color with the majority of the rest of the concrete as a lighter colored brown. Marsha Sanford asked that it not be stained in the darker color, because it is a high maintenance issue. Discussion followed and the committee decided that they want the bands to be stamped concrete. Paul Weathers explained the Cost Summary over the project. The design team said that they are including the conduit with pull wire in this base cost so that in the future the city would not have to trench and dig to place it into the site. A question asked, “Is it important to the project to make this site a wireless internet access point?” The committee asked that if we placed this conduit into the ground and not maintain it, it might be better to use that money elsewhere in the project. Furthermore, in the future there may be something different available for wireless internet. Donald Harmon commented on this and suggested that rather than using this as an alternate, it could be removed from the plan. 3 September 21, 2010 Wolf Pen Creek Oversight Committee Minutes Alternates Summary Add Fountain Nozzles $180,000 Entry Portal $12,000 Add Pedestrian Lights $58,500 Grasspave Service Dr. $2,400 Wolf Paw Medallions $7,500 Terrace Wall $7,000 Plaza Paving Upgrade $9,187 Water Feature Paving $2,467 Add Parking Spaces $75,600 Fountain Music System $100,000 Total Alternates $454,655 James Massey and Marsha Sanford agreed that the first opportunity to place additional parking into the facility would be ideal. The committee was asked their opinion for priorities of the project: Marc Chaloupka – 1.Terrace Wall 2.Grasspave Service Drive 3.Do we need to add any more lighting? Sharon Colson – 1.Terrace Wall Dennis Maloney – 1.Terrace Wall 2.Lights 3.Entry Portal 4.Parking 5.Wolf Paw Medallions Randall Pitcock – 1.Parking 2.Grasspave Service Drive 3.Terrace Wall Kenny Mallard – 1.Parking 2.Service Drive 3.Terrace Wall 4 September 21, 2010 Wolf Pen Creek Oversight Committee Minutes Marsha Sanford – 1.Parking 2.Wolf Paw Medallions Marsha reported that if staff concurred for a Grasspave Service Drive, then she would be fine with adding it to the plan. She also reported that she is unsure of the Terrace Wall, as she could not picture the wall for the site. She also reported that it is a more costly addition. There was a consensus that if it is the will of the committee to add additional parking, then we can divide the alternate parking in half. James Massey reported that we need to emphasize to City Council that we definitely need more parking spaces. Even though we may not be able to afford it right now, we want City Council to know that it is important addition. Sheila Walker (Priorities): 1.Benches and Trash Cans (need to be added to the trail) it is almost a half of a mile trail. (The conduit money could be used for this) 2.Splitting up the parking…30 spaces at one point...at another point – 30 more spaces 3.Lighting 4.Concrete Service Drive 5.Terrace Wall 6.Wolf Paw Medallions (Character element – continuity) 7.Split up the Additional Fountain Nozzles Peter Lamont (Priorities) 1.Lighting needs to be incorporated mostly on the back side of the trail. Combined Consensus of Priorities for Alternates 1.Terrace Wall 2.Wolf Paw Medallions 3.A and B: Lights 4.Entry Portal 5.Nozzles 6.Additional Parking 7.Additional Lighting The design team reported that they can include the trash cans and benches into the base budget. 5 September 21, 2010 Wolf Pen Creek Oversight Committee Minutes Mr. Massey reported that if there can be a possible future connection with the ticket booth area of WPC and the festival site, that would be beneficial. James Massey wanted to stress the importance that the Committee did speak of the benefit of the connectivity between the two sites. ~ Kenny Mallard left at 3:26 p.m. ~ Chuck Gilman reported that on September 23,2010 this project is going to City Council to request permission to use the alternative delivery method for this project. He explained that they want an opportunity to look at the qualifications of the bidders. As an informational item there is a rainwater collection system to use for this facility. Sheila explained that there is a silt issue at Wolf Pen Creek and it is always an issue. The maintenance crews have to continuously bag mulch and silt for upkeep. She would love to see a garden area for this project. 5.Presentation, possible action, and discussion on future agenda items: A Board Member may inquire about a subject for which notice has not been given. A statement of specific factual information or the recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent meeting: Next Meeting in Late October to Early November – Some issues to  discuss in the next meeting are: What is the future role of the Wolf Pen Creek Oversight  Committee? Mission Statement? Discuss the maintenance budget for this project. How much money is generated for the area? Committee to meet for Project’s groundbreaking ceremony  Council – include an item to Council for the legacy of this group.  6.Adjourn: The meeting adjourned at 3:46 p.m. 6 September 21, 2010 Wolf Pen Creek Oversight Committee Minutes