HomeMy WebLinkAboutContract Negotiation Conference Call_meeting notes_121107Chamonix Site – conference call 12/12/07
Meeting notes
Attendees: Stan Clauson; Michelle Bonfils Thibeault; Gilbert Sanchez; Kari (Drexel Barrell); Stan Zemler; Scot Hunn; George Ruther; Tom Kassmell
Per “Vail Chamonix Master Plan Effort” sheet by SCA:
Task 1.2 Project Kick-Off Meeting with Council (set for January 8, 2008)
Note: discussed/confirmed that purpose of meeting will be to
Introduce Team and Project
Re-cap previous master plan results
Discuss goals, objectives and parameters
Appoint Steering Committee representatives (Staff to provide list of potential committee members, to be “invited” by Mayor prior to kickoff meeting)
Discuss roles and responsibilities (“job descriptions”) of Council, Consultant Team, Staff and Advisory Committee
Establish “buy-in” by Council as “Steering Committee”
Task 1.3 Steering “Advisory” Committee Project Kick-Off meeting (need to set date?)
Note: discussed
Revising the name of the committee to “Advisory” (Staff will provide list of committee members)
Reducing the number of representatives on the committee, specifically eliminating the DRB members
Using Committee meetings to establish and clarify parameters
Task 1.4 Kick-Off Meeting with Task Force “Focus” Groups (need to set date?)
Note: discussed
Revising the name of the committee to “Focus” Group
Focus groups will play important role as “productive/constructive” advocates and focus group format will provide important forum for feedback and comments
Potential overlap between Advisory Committee members, and focus group leaders/facilitators (TBD)
Task 1.5/1.6 Evaluate Alternatives/Present Revised Alternatives (April 2008)
Note: discussed
Combination of two separate tasks
Expanding or enhancing scope of combined tasks to ensure adequate timeframe and framework for generation and evaluation of alternative scenarios, and allowing for revisions by Council,
Staff, Advisory Committee and Focus Groups to arrive at multiple “preferred” scenarios that meet original goals, objectives and parameters set early in process (Tasks 1.2 – 1.4)
Deliverables – Chamonix Site
Note: Discussed
Narrative outlining the Project Design Parameters – (to be delivered early in process)
Further reduction/limitation of Drexel Barrell scope, specific to assessing trip generation and traffic impacts of various land use scenarios (to be reduced/limited per Tom Kassmell,
Town of Vail Town Engineer; Town to assist using FHU)
Tom K. discussed/suggested providing for a $10,000 allowance in the budget from Drexel Barrell for utility plan coordination.
Inclusion of market “testing” in pro-forma for 3 design alternatives
Also discussed:
Project budget/Phase II of contract:
There is/will be money (estimated $2-3 million) available for construction of Fire Station; will rely on planning and pro forma generation to help inform Town (Council) with regard to
funding feasibility on employee housing
Discussed possibility of contract including provision/clause with regard to award of Phase II (construction documentation and development) to Team; Town to discuss prior to execution
of contract with Team
Ground breaking; most likely in 2010.
Next Steps:
Council Work Session – January 8th
Consultant Team to present overview of project, with Power Point presentation; staff to assist in reviewing content of power point prior to presentation
Staff to provide (to greatest extent possible) names and bios of each Council member to Consultant Team prior to January 8th Kick-Off Meeting