good morning we'll just get started as soon as we have a quorum okay good morning everybody thank you for coming um we will go ahead and call the meeting to order we've got a lot of uh items for consideration to cover today so hopefully we can be um super efficient the first item is to approve the minutes of the January 4th 2024 maps for citizen Advisory board meeting Motion in a second perfect please cast your votes and that motion passes off to a great start um second item is to receive the maps for monthly financial reporting ending December 31st 2023 Madam Vice chair you have in your packet the monthly financial report for the period ending 1231 2023 on the revenue side for the month 12,676 469 fiscal year of 89,4 6,632 and for a total of 486 m580 $72 um I want to point out that we are currently 2.8% ahead of projections on the expenditure side for the month 1,675 12 fiscal year of 22,8 3,844 and a total of1 19,90 758 if you have any questions I'll try to answer those any questions right to have a motion in a second perfect please cast your votes and that motion passes next item recommend approval of change order number four for the Downtown Arena phase one seating replacement so this comes with the approval from the subcommittee it is a change order for the some of the seating that we did at Paycom there's uh an area where there was 20 folding chairs that they wanted to make uh fixed seats so that was 6,000 then in the in the outdoor area they did um a staging area and it was fenced off and they had the conexes and all that and as you can imagine it it it got beat up pretty good rded grass is missing and we asked them to repair that because they were given that property to use and and they were supposed to put it back in the same shape um we we negotiated with them rather than them do it we took a we are taking a credit here and we will use a city contract with a landscape company to do those repairs so they're they're basically paying for it and having somebody else it's essentially what they would do anyway any questions for David do I have a motion in a second and please cast your votes can you hear me and that motion passes next item item D recommend approval of lease and management agreement with energy FC LLC again this also comes with the approval from the venue subcommittee this is lease of management agreement for the multi-purpose Stadium um lots of pieces to this project and this is another one of those pieces before um we actually start design so this is similar to any of the other operator agreements as far as having an operator now the the agreement is structured very similar to what the ballpark has currently and I want to thank Laura mcdot and Sue Hollenbeck for working really hard on helping us get this um agreement put together with energy but we're very happy to to start this partnership with energy and get this project rolling any questions for David motion and a second I can you hear Chelsea I can never tell if this works okay so I'm just tracking through the process so we've not formally selected the energy as an operator though they have expressed that they will donate the portion of the property where the ideally the stadium will go but that's formally formally not also been approved yet right so we're just selecting the operator in this motion this is to select the energy as the operator for the the stadium itself yes and we will you will still see um site plan discussions and and specific site plans within that site that that has been determined to be the location of the multi-purpose stadium so yes that is still to come to come here okay thank you all right please cast your votes and that motion passed item e recommend approval of excuse me resolution approving addendum number one for Cameron Park raw water line extending time to award contract and awarding the contract to Wi construction company so this project was bid in a similar fashion that we bid all of them however it is arpa money um this is to to help with the watering the irrigation of the fields in that area when we say raw water it is a water line that comes straight out of Lake Hefner um it's it's clean water but it is not treated and it is not portable water that's been chlorinated and all that so it is a separate system that will be used to water the fields in there any questions seeing none we've got a motion in a second please cast your votes and that motion has passed uh moving on to item F recommend approval of final plans and specifications to be advertised for bids for the bus stop improvements phase one this is our first package of bus stops Lydia Leslie from kimley horn is here to go through the the project and and show you what all it includes so I'd like to turn it over to her thank you all so we just want to give you a synopsis of how we landed it in the final phases of the project so starting off just a reminder of what the current shelter configurations look like around the city and what we been promoting and designing moving forward so this is the bus stop shelters that you see throughout the city the 5 by8 structure it's 5ot in depth than 8ot long it has a trash can with it and it has a two bench seat and you also see the sign boards and also we'll be doing a boarding and lighting area of 25 fet in front of these shelters so as part of the package we have the display boards and this has been a historical part of the shelter um throughout the city and the display boards are installed and maintained by Tyler Outdoor Advertising they have an ongoing agreement with in AR and copta for to maintain all the outdoor Street Furniture that Embark owns as well as those that Tyler media owns and Tyler has agreed to pay a greater percentage of the net advertising Revenue back to the city and for a minimum annual guarantee of $72,000 so when we looked at this with the subcommittee they had some concerns and some questions about what we could do to change things one of their questions was if we could separate the seats in the shelters so we did look into that and um some of the things that prevent us from doing that is the main thing is the display board so in order to maintain the display board they need to have access to it and that second seat would prevent that access we could modify it but it it's a difficult thing to do and it's more maintenance problems and it also increases the price of the shelter and also to have the Dual seat it increases the price of the shelter so we're maintain maintaining to keep that single bench with the two partitions the subcommittee also asked for bike racks and um so we've did that and we're going to be supplying bike racks at all the new shelters that'll be the single Loop bike rack the shelter sizes most of the sizes in the rider are due to ridership and so most of those are on 8ft shelters and um we do have some 12ft shelters in largest areas and the 16t and the ones that are have a high riding capacity so looking and dialing down to that you'll see in this pie chart on the bottom left um it shows you that of the wrers ship that needs the8 foot shelters those are that have wrers ship less than 10 people and so the majority of those in red are are what we're providing and there are three stops that have the 16 foot that need greater than 20 ridership and there are there are 10 there um 12 that have the uh 12ft need the 10 to 20 range and so up here on the top right you also see the bus stop IDs if you have a question on those specific ones that those are have the high rers ships right now we're in the process of RightWay acquisition so we've evaluated the 250 stops that were initially programmed um of those 250 stops 50 of those acquire additional right away when we look to see if the city really owned this property all the way buting where normal sidewalk was in some areas they didn't 50 of those so what we're proposing is to do is to get the right away for all of those 50 right now on the phase one um I'll be talking more about this 140 number in a minute but we're looking at 140 in our bid package number one and we need 28 RightWay Parcels for that first bid package and then the other 22 will be in the second phase two best stop project and the estimated acquisition cost for getting that right away all 50 is $280,000 so since we last presented to this we have had some changes in how we're um doing the bidding contract um with Tyler Outdoor Advertising they already have a contract with Embark and Capa to get the shelters in place they do this regularly so we've decided to split this and we would keep the flat work in our bidding contract so anything with the paving and the curbs that will be in this contract for our contractor to do and then the shelter and the accessories will be using the map's money and it'll be using um Embark to purchase those under the original contract that they have with Tyler Outdoor Advertising this is going to be a a coordination with maps Embark and Tyler Outdoor Advertising as we move forward in our construction we'll be um making sure that we're progressing well together and everything runs seamlessly in those installations as we do the final flat Roker approval so looking at how we arrived at our number of BU STS we looked at the total fixed construction budget that was allocated for the phase one it's $4.3 million and the last time we um looked at our pricing it was in December and we got pricing from Toller who is the U shelter manufacturer and supplier we got their pricing and we got pricing from um our unit prices on contracts that are currently in December time frame so the estimated flat workor is for $1.3 million and that's for 140 stops so we think we can get 140 stops within the phase one um Arena then the Acquisitions like I said is 280,000 and then the estimated material cost loan for the shelter is $1.8 million and the estimated construction installation those is $140,000 so thats us at 3.5 million and so you see that that's there's some wiggle room in there between the 3.5 and the 4.3 um these are going to be bid as unit prices so if the uh if the bidding comes in really well we can add more to it but we did want to leave a gap in there for some unknown bidding potential that we've been seeing across other projects so how this breaks down for this specific one we'll have a base Bid And like I said we just want to make sure we have some Wiggles room in here for Price fluctuation so we'll put 102 stops in for the base bid 10 stops in for alternate number one and then alternate number two will be the 28 that we're still acquiring right away for and as I said um if we can add more bus stops we we can do that as the prices come in so look at our schedule I mean we're here on track with um presenting to you all today getting Council approval and then we'll be advertising for bids in mid-February and with the bid opening in the 1st of March and then proceeding with our actual Construction in April so with that do you have any questions no questions for Lydia well thank you very much for the update okay all right we've got a motion now a second please cast your votes and that motion passed so going on to item G recommend approval for of amendment number three to Engineering Services contract with kimley horn and Associates for bus stop improvements one of the things that we um have been trying to do with all of maps for money is leverage that for additional money um so that we can build as much as we can and one of those things that has uh come to our attention is that there are grants out there that we could apply for for additional um money for more bus stops and the the best person to do that happens to be kimley horn they've done that before they're already involved in this contract so this amendment is for them to uh apply on our behalf for what's called raise grants so that we can raise more money see if we can get awarded more money to build more bus stops great any questions for David so David this is this is the fee for them to do the it is the grant applications yes sir no more questions do I have a motion in a second and please cast your votes and that motion passed so item H recommend approval of final plans and specifications to be advertised for bids for the diversion Hub one of the things that I really like bringing to this board is final plans that we can send out for bid and today is one of those days the diversion Hub has final plans Rachel Bundy from there she is she was hi U from uh recent Associates is here go through the project good morning all right thank you for the opportunity to meet with uh me today and go over this wonderful project so the diversion Hub project uh this first slide we really just kind of try to keep at the Forefront of our presentations and at the Forefront of our minds um you know to keep in mind what the purpose of the diversion Hub is what the vision for the diversion Hub is um they are an organ ation that works with a variety of Partners to provide services to individuals who are involved in the justice system um to help work to divert them from going back into the Jus system justice system they provide them with resources um you know the various partner agencies help with that and in building this new facility they also want to make sure that they are providing a welcoming and warm environment for their clients to help encourage people to come in and and get the help that they may need so the site is located uh it's boarded by lywood Boulevard to the North 6th Street to the South and then it's in between Klein Avenue and Ellison Avenue and this site plan um it's probably a little less colorful than I think the one that we brought to the last presentation we're now finished with construction documents so it's a more technical drawing but essentially um I don't believe things have changed significantly from when we brought it to you last time we have you know the building is centered on the pro on the site one of the things that um the diversion Hub wanted in this facility is they did want some separation from the clients and the staff area and so we have you know very clearly delineated staff parking is to the east of the site or I'm sorry staff parking is to the west of the site the client parking is to the east of the site they each have a separate entrance um of course the client entrance is more prominent at the Northeast loc northeast corner of the building um and we have maintained you know I know there were concerns about just as much trees and green space and Landscaping you know as was appropriate for the parking lots and the facility um and we have not reduced any of that I know it's not um as colorful in this depiction but we we do have trees you know lining along lywood um along Klein and Ellison Avenue we've maintained the trees in the island parking lots um and we've provided a lot of we've focused the Landscaping really around the entrance areas for the most part um but we do have some Landscaping bordering the parking lots and just um helping to give it a little more comfortable natural feel we do also have uh bike parking situated it's just south of the main client entrance we do also have a they have a shuttle kind of pick up and drop off they have their own shuttle that they utilize and so um we are planning to provide a little shelter at one of the benches there for the shuttle drop off um and just a few things you know related to the site I believe there's like three bus stops very nearby within a couple of blocks there's one down to the West on lywood there's one a little further east on lywood um and so we're I know the city also has planned for a bike lane to go along Lynwood it's not part of our project but it will provide additional services to help the clients get there whether it's vehicle bike P pedestrian access public transportation so I think it's a great location and we're trying to set it up to um utilize all those things as as far as the floor plan uh we haven't made a great deal of planning changes uh but what you see here is at the yellow space this is the main public Lobby where all the clients would enter um they wanted a large good size comfortable Lobby so that if you know if individuals have to wait they're not all crammed in there together it can sometimes be a little stressful when they're coming in so we have a a large kind of two-story volume when they first enter um um there's a large training space that's provided off of that Lobby um which is just an expansion of of what they have now uh they wanted to be able to provide more training spaces kind of teaching spaces that can be used by their Partners can be used by the diversion Hub it's situated in such a way that it's off of that main lobby so it can be used um you know if it's used after hours they can easily kind of separate off the rest of the building and close it down in the main C part of the building are the primary client spaces um this this floor really is to serve all the client spaces and support for the clients but right there in the middle are where the client meeting rooms will be situated and then there are three conference or kind of medium-sized training spaces uh provided for the clients and that is more than what they have now uh especially for the training in the conference room spaces right now they're really sharing a lot of facilities both between between the clients and the staff they wanted to expand those Services um and provide a little more separation between those uses and then we also have space for alternative courts which is one of the partner agencies diversion Hub works with so they have a separate entrance for uh their hours are sometimes a little before a little after diversion hubs regular hours so we do have a separate entrance for the alternative courts in the Southeast Corner um but during regular diversion Hub hours it will be accessed off of the main lobby and then to the west of the building are Support Services there's a large space for donation for Food donation storage um non-p perishable food items and uh a laundering facility so these are all things that diversion Hub does have some space for donations now but that size is increased um and having a place to launder some of the items um is something that they don't have now that um will expand their services on the second floor of the facility uh this is where the diversion Hub staff and their partner spaces will be situated we have a Stairway an open stair there um that's directly connected to the client spaces so they wanted to make sure that although you know they need to maintain some private office and workstation space um separate from the clients they want to be very connected and they want it to be very accessible so we do have two different um stairs that the staff can get right down to the client spaces and easily access the lobby easily access those client spaces throughout the day um and then we also have provided kind of a large open area there for the open workstations for diversion Hub staff and partners uh we wanted to keep it flexible as we know some of those Partners May uh you know come and go throughout the years uh and this allows them for some flexibility to be able to rearrange Furniture rather than having to you know renovate spaces or move walls or something like that so it helps keep them flexible for future growth and just adjustments that they make this is the exterior view uh the main entrance so this is the view looking to the West uh the main entry for the clients you can see Lynwood is the the street bordering there on the right side of the image to the north of the facility and then six Street and this is another view of the entrance and we just wanted to keep the building looking welcoming um you know give it kind of a calming look and so we've we've emphasize the entrance the most um where the clients come into the building and you can kind of see that two-story Lobby spine space there so we are in kind of the final steps of the drawings and the design we've issued the construction documents and the specifications to maps and to Diversion Hub the drawings are targeted to go out to bid on February 14th uh we are still conducting some furniture coordination with the end users uh the arnal community our n Community funds have provided a grant and they'll be purchasing the furniture so that will not be part of the hard bid process um so we are still doing a little bit of coordination with that as it will be direct purchased by diversion Hub and ournal um and then the public art for the project is the RFP is out at this time and just to show a few locations um that are planned for the public art this is a an image of that Lobby space you can see the the twostory uh space there and the plan is there where it's noted bullet point one is a plan for a 3D art installation that's hanging from the ceiling there uh a vision from at their existing facility they have a very kind of small scale um kind of airplane uh installation you might call it and it's to help remove the clients as they come and go you know what their purpose is you know what lies Beyond and and to help keep them focused um on staying positive in their um in what they're working through and so the public art is going to expand on that and provide a larger installation there at the twostory space so obviously visible to all the clients and everyone who enters the building and then it points two and three um are opposite walls there in the lobby for some public art pieces and again again they're at a great location you'll see it as you come in and you'll see it as you go out and so it's uh very prominent uh to display and the fourth location for public art this is down the center spine where the client meeting spaces occur so we you know obviously wanted to keep the public art focused for public viewing and for the clients to view there is a a twostory wall space there that's part of helping to connect the staff spaces at the second floor down to the ground so it's planned for a mural wall where you're seeing that right right now the design intent showed an art piece there but the the plan is that that full wall um two stories will have a mural on it so you'll be able to see it from different perspectives um from the ground floor and from the second floor and again just another connection between the first and second floor uh so some of these steps I mentioned but we are in the process of seeking a approval from all of the uh public meetings that we're going through and then the target upon approval would be to go to bid on February 14th we would plan for a pre pre-bid meeting to occur February 23rd and for bids to be collected on March 13th and then with an anticipation of getting a contractor under contract and contract and construction to begin in April of this year I know the diversion Hub is excited and very anxious um they're bursting at the seams currently as far as updated cost estimate um you see the top three line items in addition to the maps funds were outlining some of the Aral Community Fund Grant contributions so there were some additional Grant contributions and funding from arnal towards this project so we've kind of t IED that up as part of the total construction budget which is15 m251 473 and then our estimate is coming in just under that we're still maintaining a small contingency at this time um within that construction estimate So currently we are with under budget um and then the note at the bottom is just identifying that the arnal community funds Grant contribution will fund the furniture for the project directly and it will also fund it equipment for the project directly so those items are not included in the budget or the construction estimate at this time I welcome any questions comments thoughts any from the committee can you go back just the previous page sure so the RN all Community Fund that's the million 228 that is that the same as what the footnote is below that is not okay okay they when they pursued the grant uh there were sort of three Parcels oh I I'm sorry I see it says parking lot inside I yeah yeah and and and actually the land acquisition was separate from that Grant as well so we're it it becomes a little confusing I know but we're trying to kind of outline where those dollars are coming from what they are dedicated to and really the note at the bottom is just to indicate that those items are not included in in the bid documents in the in the numbers that you see above they'll be um direct purchased and it's a a separate amount from what you see in the summary above all right thank you any other questions for Rachel okay thank you thank you so much so I have a motion in a second and please cast your vote and that motion has passed moving on to I uh recommend approval of architectural services contracts with Alfred Hall monigan Morris LLC so this is a uh architectural contract for the restoration Center and went through the process that all of you have been involved in uh by now for selection of Architects I'm very anxious to get this one started do I have a motion and a second perfect please cast your votes and that motion passed all right great pacing everybody um seeing no discussion items we now uh do we have any maps for Citizens Advisory Board subcommittee reports anything from the subcommittees all right um next uh update status of the maps for program got a lot going on uh I think you saw some of that there's a lot of things that that are still uh ongoing in design and and will be coming out in the coming months uh I can tell you that the Coliseum is going great right now and if you're out there you can kind of drive by and and see it it's really taking shape this week they started hanging the the large trusses that that form the roof of the building so you can start seeing the full scale of of the building but other than that Lots going on uh thank you David do we have any comments by board staff or citizens any citizens sign up no all right uh seeing no further business we can adjourn
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