Embed Size (px)
Citation preview
Notice
City of Traverse City and Charter Township of Garfield Recreational Authority Board of Directors
Regular Meeting
7:00 p.m.
Wednesday, August 2, 2017
Upper Level Meeting Room, Botanic Garden Visitor Center 1490 Red Drive
Traverse City, MI 49684
Posted: 7-28-17
The Authority does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its programs or activities. Penny Hill, Assistant City Manager, 400 Boardman Avenue, Traverse City, Michigan 49684, 922-4440, TDD: 922-4412, has been designated to coordinate compliance with the non-discrimination requirements contained in Section 35.107 of the Department of Justice regulations. Information concerning the provisions of the Americans with Disabilities Act, and the rights provided thereunder, are available from the ADA Coordinator. If you are planning to attend and you have a disability requiring any special assistance at the meeting and/or if you have any concerns, please immediately notify the ADA Coordinator. Recreational Authority Board of Directors
Matthew Cowall, Executive Director 324 Munson Avenue Traverse City, MI 49686 (231) 929-3696 TDD: (231) 922-4412 http://www.traversecitymi.gov/recauthority.asp
Recreational Authority 2 August 2, 2017 Agenda Roll Call. 1. Consideration of approving the minutes of the special meeting of July 12,
2017. (Matt Cowall) 2. Reports. (Matt Cowall et al)
Grand Traverse Conservation District Event Facility Management Management Entities at Historic Barns Park (Botanic Garden,
SEEDS, TC Community Garden) Any reports from Board members Executive Director’s report and possible verbal updates
3. Consideration of authorizing final design and construction plans for roads at
Historic Barns Park. (Matt Cowall, Jozwiak Consulting) 4. Discussion on priority tasks and timelines. (Matt Cowall) 5. Report regarding payment of expenditures. (Matt Cowall) 6. Public comment. 7. Adjournment. k:\recreationalauthority\agenda20170802
The City of Traverse City and Charter Township of Garfield
Communication to the Recreational Authority
FOR THE MEETING OF AUGUST 2, 2017
DATE: FRIDAY, JULY 28, 2017 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: MINUTES
Attached are the minutes of the special meeting of July 12, 2017. The following motion would be appropriate to approve the minutes: That the minutes of the special meeting of July 12, 2017, be approved. K:\recreationalauthority\packetcommunications\20170802.docx
Minutes
The City of Traverse City and Charter Township of Garfield Recreational Authority Board of Directors
July 12, 2017
A special meeting of the Recreational Authority Board of Directors was
called to order in the Second Floor County Training Room, Governmental Center, 400 Boardman Avenue, Traverse City, Michigan, at 7:00 p.m.
The following Directors were present, constituting a quorum: Ross
Biederman, Chair; Michael Groleau, Secretary; Molly Agostinelli; Mattias Johnson (arrived 7:03 p.m.); Richard Lewis; and Jesse Wolff (arrived 7:03 p.m.).
The following Directors were absent (excused): Tim Hughes, Treasurer. Chair Biederman presided at the meeting.
1.
The first item being “Consideration of approving the minutes of the regular meeting of June 7, 2017,” Chair Biederman introduced this matter. The following individual addressed the Board:
Matt Cowall, Executive Director Moved by Lewis, seconded by Agostinelli, that the minutes of the regular
meeting of June 7, 2017, be approved. CARRIED.
2.
The next item being “Reports,” Chair Biederman introduced this matter. The following individuals addressed the Board:
Matt Cowall, Executive Director Tom Vitale, GTCD
Recreational Authority Board 2 July 12, 2017 Minutes
Stephanie Wiitala, S2S Events Kimberly Conaghan, TCCG Jenee Rowe, SEEDS Karen Schmidt, BGHBP
No action was taken.
3.
The next item being “Consideration of conceptual plans for Hickory Hills wastewater and stormwater infrastructure on Hickory Meadows property,” Chair Biederman introduced this matter. The following individuals addressed the Board:
Matt Cowall, Executive Director Derek Melville, City of Traverse City Parks and Recreation Dave Green, City of Traverse City Department of Public Services Moved by Lewis, seconded by Groleau, that the conceptual plans for
Hickory Hills wastewater and stormwater infrastructure on Hickory Meadows property be approved.
CARRIED.
4.
The next item being “Consideration of executive management services contract renewal,” Chair Biederman introduced this matter. The following individuals addressed the Board:
Matt Cowall, Executive Director Moved by Lewis, seconded by Agostinelli, that the Chair and Secretary be
authorized to execute a three-year Executive Management Services Agreement with Land Information Access Association for it to provide such services to the Authority, at the rates outlined in the Executive Director’s communication of July 6, 2017, with funds available in the Operating Fund, Professional Services Line
Recreational Authority Board 3 July 12, 2017 Minutes Item, such agreement subject to approval as to its form and substance by General Counsel.
CARRIED.
5.
The next item being “Discussion on priority tasks and timelines,” Chair Biederman introduced this matter. The following individual addressed the Board:
Matt Cowall, Executive Director
No action was taken.
6.
The next item being “Report regarding payment of expenditures,” Chair Biederman introduced this matter. The following individual addressed the Board:
Matt Cowall, Executive Director
No action was taken.
7.
The next item being “Public Comment,” Chair Biederman introduced this matter. The following individual addressed the Board:
Michael Haynes, TCCG
There being no objection, Chair Biederman declared the meeting adjourned
at 8:10 p.m.
_______________________________ Matt Cowall, Executive Director
The City of Traverse City and Charter Township of Garfield
Communication to the Recreational Authority
FOR THE MEETING OF AUGUST 2, 2017
DATE: FRIDAY, JULY 28, 2017 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: REPORTS Expected reports include:
Grand Traverse Conservation District Event Facility Management Management Entities at Historic Barns Park (Botanic Garden, SEEDS, TC
Community Garden) Any reports from Board members Executive Director's report and possible verbal updates
K:\recreationalauthority\packetcommunications\20170802.docx
The City of Traverse City and Charter Township of Garfield
Communication to the Recreational Authority
FOR THE MEETING OF AUGUST 2, 2017
DATE: FRIDAY, JULY 28, 2017 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: CONSIDERATION OF AUTHORIZING FINAL DESIGN AND
CONSTRUCTION PLANS FOR ROADS AT HISTORIC BARNS PARK
The current road infrastructure at Historic Barns Park is inadequate on a number of levels. Existing road footprints were essentially tractor trails for the State Hospital farm and were never engineered for the kind of modern vehicular traffic they now endure. The conceptual master site plan for Historic Barns Park adopted in 2009 presumed that the roads would have to be modified and properly reconstructed as part of the park’s overall redevelopment. The Authority has worked with a number of partners for the past few years on long-term plans for the roads in Historic Barns Park, including Nelson Byrd Woltz (the landscape architecture team that is designing the Botanic Garden and also prepared the 2009 master site plan); the Botanic Garden, SEEDS and TC Community Garden; Jozwiak Consulting; ECT; Garfield Township; Grand Traverse Metro Fire Department; and Environment Architects, among others. I want to acknowledge and thank everyone for their efforts on this thus far. Funded by the Botanic Garden, the attached schematics represent the nearly-complete modern road configuration for the park, with vetting and contributions from the partners mentioned above. This progress was made to help advance garden design plans for the Botanic Garden, but we also used it to give the Commons Joint Planning Commission a more robust and specific site plan for the park. In order to solicit accurate cost estimates for the road work, some additional final engineering is needed, and $10,000 was budgeted in this new fiscal year for final design and construction plans. Scott Jozwiak of Jozwiak Consulting has offered to see the effort through (proposal attached), which I believe is an efficient and cost-effective approach given the firm’s direct involvement in the engineering to date.
CONTINUED
Mr. Jozwiak will be in attendance on Wednesday night to discuss the work that remains and answer any questions you may have. If it pleases the Board, I recommend the following motion: That competitive bidding be waived, and that the Executive Director be authorized to issue a service order in the amount of $9,400.00 to Jozwiak Consulting for road design and construction plans at Historic Barns Park, with funds available in the Operating Fund, Professional Services line item. K:\recreationalauthority\packetcommunications\20170802.docx
26 August 2015
The Botanic Garden at Historic Barns ParkTraverse City, Michigan
1” = 40’20’0’ 40’ 80’
N
HistoricBarn
Schematic Design Revision | Site Plan Sketch
CathedralBarn
SecondaryDrop-Off
BarnTerrace
Trial GardenTerrace
Building223
Service &Fire Access
ExistingEntry Road
Blacksmith’sCourt (tbd)
Service Access Route (tbd)
Arrival Plaza
HillsideOverlook
VisitorsCenter
EducationGarage
Hillside Garden
ExistingCherry Bosque
ShiftedAllee
Existing Irrigation Well& Solar Panels
Modified Trail at Existing Community Gardens
Sugar MapleAllee
Amphitheater
RestrictedParking
Rain Garden(~2,000 sf)
Ellipse of Canopy Trees
SecondaryEvent Lawn
RestrictedParking
Labyrinth
ExistingForested Wetland
Edge of Delineated
Wetland
Edge of Delineated
Wetland
WetlandSetback
WetlandSetback
ExistingForested Wetland
Pavilion
Entry Garden
Conservatory
Event Lawn(40’x100’ tent)
(potential secondary tent location)
Wetland Boardwalk(Future)
WalledGarden
Plowable surface for emergency access
and staging
Temporary gardens for experimentation with
donated plants
To be relocated Impact to be minimized
Built within wetland setback, may need variance to modify
To be revised to account for existing Trail and delineated
wetland
Access road to include separate
maintenance route to Building 223
Plowable surface for emergency access and
hammerhead turnaround
A
A
26 August 2015
The Botanic Garden at Historic Barns ParkTraverse City, Michigan
1” = 40’20’0’ 40’ 80’
N Schematic Design Revision | Refinement of Master Plan
HistoricBarn
CathedralBarn
SecondaryDrop-Off
Building223
Service &Fire Access
Removed access road to parking
Removed access road to parking
Access fromRed Drive
ParkingWing
ArrivalGarden
Arrival Plaza
HillsideOverlook
VisitorsCenter
ShiftedAllee
Drop-off removed to facilitate new road
alignment
Amphitheater
Ellipse of Canopy Trees
ExistingForested Wetland
Edge of Delineated
Wetland
Edge of Delineated
Wetland
WetlandSetback
WetlandSetback
ExistingForested Wetland
Pavilion
Conservatory
Event LawnAccommodates
larger tent(40’x100’)
Maintenance Area
Removed to eliminate impact
on wetlands
To accommodate emergency access to
Historic Barn
To keep cars out of central gardens
Shifted to minimize impact on wetlands
Relocated to keep cars at edge of central gardens
Enlarged by removal of parking lot
Relocated to keep cars at edge of central gardens
Refined to accommodate appropriate turnaround
Refined to accommodate appropriate turnaround
Refined to accommodate appropriate turnaround
Accommodated at spur to Barn
RestrictedParking
RestrictedParking
Blacksmith’sCourt (tbd)
Service Access Route (tbd)
To be revised to account for existing Trail and delineated
wetland
Access road to include separate
maintenance route to Building 223
Road moved to minimize impact on Community Gardens
Client Date: August 25, 2016
Matt Cowall City of TC and Garfield Rec Authority 324 Munson Avenue Traverse City, MI 49686 231-929-3696
Project ID: 2012-130 Rd Design 2016
Project Name: Historic Barns Park Road Design
Location Grand Traverse Commons
Scope of Work Prepare design and construction plans of the proposed roads and parking lots at the Historic Barns Park, based on the layout dated 8-12-15. Plans to be prepared to be used for construction bidding/costs, permitting and construction. Plans will be submitted to Fire Department for their review and if necessary, revisions to plans will be made. Assist with project development and timeline of construction.
Work Performed The following services are anticipated for this project:
Prepare construction documents. Plans will include:
Cover sheet
Demolition plan including restoration efforts along the existing road network
Overall grading and drainage plan for the park; stormwater management will be incorporated.
Plan/Profile of the new road alignment
Detail of Silver Drive entrance rework (staying outside of wetland setback)
Final design of parking areas including grading and drainage
Dimension plan and geometrics for assistance during fire department review.
Utility plan indicating locations. Utility realignment is not included in this proposal.
Specifications
Assumptions
Reimbursables such as printing and copying will be invoiced separately.
Coordination with MDEQ is not anticipated nor is included.
Construction management, oversight or staking can be provided under separate Agreement.
Contract Price The Client shall pay the Professional for services performed an estimated fee of $9,400.00.
Acceptance of Agreement
Submitted By: Approved By (Owner):
Signature Signature
Print Name Scott M. Jozwiak
Print Name
Title President Title
Company Jozwiak Consulting, Inc. Company
Date August 25, 2016 Date
Contract Terms
Out of Scope Work Items This Proposal was based on the Statement of the Project, work scope and/or drawings provided herein. If circumstances arise which
require substantial or numerous changes to the conceptual design outlined in this proposal, including but not limited to unforeseen site
conditions, Purchaser's preferences, and regulatory agency requirements, a Change Order may be required. At such time, Jozwiak
Consulting will notify the Purchaser of the required changes, meet to discuss additional fees, and prepare the Change Order. Jozwiak
Consulting reserves the right to cease work on the project until an agreement is reached and the agreed upon Change Order is signed by
the Purchaser.
No Oral Agreements It is expressly understood that all the items, agreements and conditions relating to this proposal are only those expressed in writing herein,
and that there are no other representations, undertakings, terms, agreements or conditions of any kind other than those set forth in this
proposal. No modification of this proposal shall be valid unless such modification is in writing and signed by all parties to this proposal.
Time for Acceptance / Approval This proposal must be accepted by the Purchaser within thirty (30) days from the date hereof. If not accepted within that period, this
proposal may be withdrawn at Jozwiak Consulting’s sole discretion and the proposal considered void. A facsimile copy of this proposal
containing Purchaser's signature shall be binding until the signed acceptance has been received by Jozwiak Consulting.
Payments Unless otherwise addressed on this proposal, payment in full is due upon invoicing. In such cases where Jozwiak Consulting deems
necessary, Interim / Progress billings will be invoiced and will be due in full upon invoicing.
Finance Charges: A finance charge of 18 percent per annum (1.5% per month) - or the maximum allowed by law shall be applied to all
accounts which are thirty (30) days past due.
Non-Payment Default If Purchaser shall fail to make a payment when due or breaches any agreement in this proposal, Purchaser will be deemed in default
herewith. Purchaser shall pay all costs incurred by Jozwiak Consulting for collection, enforcement and defense of this proposal including
agency and actual attorney fees. The rights, remedies and benefits provided by this proposal shall be cumulative and not exclusive.
Acceptance All work performed and materials supplied shall be deemed accepted by Purchaser if not objected to, in writing, within ten (10) days of the
completion of the project.
Cancellation If client decides to discontinue the project, hours shall be calculated and charged at a rate of $100.00 per hour. A refund of the remaining
balance shall be returned within 60 days of cancellation notice. Cancellation should be in written form, mailed, emailed, or faxed.
Limitation of Liability In acknowledgement of the relevant risks, benefits and rewards of the project to both the Engineer and the Purchaser, the parties agree that
the risks have been allocated such that the Purchaser agrees that, to the fullest extent permitted by law, the Engineer’s total liability to the
Purchaser for any and all injuries, claims expenses, losses, damages or claims expenses (including litigation and attorney fees) arising out
of this agreement from any cause shall not exceed the total fee paid to the Engineer under this agreement. Such causes shall included, but
are not limited to, the Engineer’s negligence, errors, omissions, breach of contract, or breach of warranty. Higher limits of liability are
available at an additional cost, to be specified, prior to the commencement of services.
Standard of Performance The Engineer will perform its professional services in accordance with the standard of care, skill and diligence normally provided by a
competent Engineer in the performance of the services required under this Agreement.
The City of Traverse City and Charter Township of Garfield
Communication to the Recreational Authority
FOR THE MEETING OF AUGUST 2, 2017
DATE: FRIDAY, JULY 28, 2017 FROM: MATT COWALL, EXECUTIVE DIRECTOR SUBJECT: DISCUSSION ON PRIORITY TASKS AND TIMELINES As discussed at the July 12, 2017 meeting of the Board, this is expected to be a standing agenda item for most meetings to check in on progress around main priorities set by the Board. For Wednesday’s meeting, high short-term priorities include:
road redevelopment at Historic Barns Park (addressed in the previous agenda item);
long-term security for the MOU partners at Historic Barns Park (in progress); and
better marketing/outreach for the Authority. To advance the marketing task, attached are some basic concepts of text treatments for the Recreational Authority name. A preferred text treatment will serve as the basis for the development of a logo that can be applied to Authority communications, signage, and other forms of outreach. For Wednesday night, I’ll be interested in gathering any impressions and input on the general ideas presented to narrow in on a preferred type of treatment, which will allow further creative work. K:\recreationalauthority\packetcommunications\20170802.docx
RECREATIONAL AUTHORITY IDENTITY
FIRST DRAFT 7/26/ 2017 LIAA DESIGNER:KAYE KRAPOHL231-929-3696
RARARECREATIONAL
AUTHORIT Y
TRAV
ERSE
CIT
Y & GARFIELD TOW
NSH
IP
THE
RECREATIONALAUTHORIT Y
TRAVERSE CITY AND GARFIELD TOWNSHIP
RECREATIONALAUTHORIT Y
TRAVERSE CIT Y AND GARFIELD TOWNSHIP
THE
RECREATIONAL AUTHORITY
TRAVERSE CITY AND GARFIELD TOWNSHIP
THE
RECREATIONAL AuthorityTRAVERSE CITY & GARFIELD TOWNSHIP
THE
RECREATIONAL AUTHORIT YTraverse City & Garfield Township
RECREATIONAL AUTHORIT YTraverse City & Garfield Township
RARARECREATIONAL
AUTHORIT Y
TRAV
ERSE
CIT
Y & GARFIELD TOW
NSH
IP
Task Priority Short Med Long Funding and redeveloping the roads at Historic Barns Park
Pull together Red Drive stakeholders Complete engineering work to allow a cost estimate to be
obtained
High (Aug) In progress
X
Codifying a succession plan and long-term agreements for use of RA properties should the RA ever sunset
Prepare a resolution to the City and Township with the Authority’s recommendation on transfer of Authority property in the event of the Authority being dissolved
High (Aug)
In progress X
Finish the Phase II fundraising campaign for universal access to the Cathedral Barn and Historic Barn
Capital Improvement Plan for Historic Barns Park Road and Building Maintenance Plan
Better marketing of the Authority Prepare insert for City and Township tax bills “Welcoming” at Historic Barns Park (and possibly Hickory
Meadows?)
High (Dec 1)
In progress X
Developing a use plan for the Historic Barn
Additional trails at Hickory Meadows
Subcommittee to plan for a millage extension request by 2020 Develop and conduct a public input process on future
Authority projects and goals Involvement in the Boardman Lake Trail/other trails in the
area User surveys and service surveys at parks
High (Subcommittee
Jan 2018) X
Additional Energy Farm projects and installations at Historic Barns Park
Acquisition of private property at Hickory Meadows
Low X
The City of Traverse City and Charter Township of Garfield
Communication to the Recreational Authority
FOR THE MEETING OF AUGUST 2, 2017
DATE: FRIDAY, JULY 28, 2017 FROM: MATT COWALL, EXECUTIVE DIRECTOR
SUBJECT: EXPENDITURES APPROVED BY EXECUTIVE DIRECTOR General Operating Fund: Grand Traverse Conservation District
Hickory Meadows TCLP corridor restoration, Native Plants $ 3,030.89
Consumers Energy June gas service $ 543.55 Smith Haughey Legal services, June $ 264.50 Grand Traverse Conservation District Hickory Meadows trash, Trail work $ 2,696.89 LIAA Management Services - June $ 6,198.75 LIAA Copy costs, postage - June $ 107.34 American Waste August trash and recycling services $ 26.00 S2S Sunrise 2 Sunset Events July events management $ 4,791.67 AYS Cleaning Cleaning after 7/22 event $ 200.00 Haleigh Ensman Security deposit refund for 7/22 $ 500.00
Debt Service Fund: None
K:\recreationalauthority\packetcommunications\20170802.docx
