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Lake Wichita Revitalization Committee Minutes - 11/08/2016MINUTES LAKE WICHITA REVITALIZATION COMMITTEE November 8, 2016 MEMBERS PRESENT: Penny Miller, Secretary Kathie Forehand-Chaddick Michael Chapman Eric Godwin Larry Scott Ford Swanson Jake VanDonge Sam Bownds, Ex -Officio Jack Murphy, Director Parks and Recreation Davis Powell, City Engineer Kinley Hegglund, City Attorney Westin Gilbert, Engineer Christopher Guess, Planning Jack Browne Sally Gray, Wild Bird Rescue Jonathan Hurst Laurie Simpson ■ Members ■ Staff ■ Guests ABSENT: Michael Chapman, Steve Garner, Pete Gill, Jake Van Donge, Brian Hooker (City Council), Tom Lang (Ex -Officio) I. Call to Order and Introductions Penny Miller called the meeting to order. Members, staff and guests introduced themselves. II. Approval of Minutes Penny Miller moved that the minutes of the October meeting be approved. The motion passed. III. 404 Permit Jack Murphy reported on the meeting with the Corps of Engineers to submit the permit application. They had a 2 -hour meeting with Marcus Ware of the Corps. His comments were favorable. The package appeared complete; however, it has to be coordinated with numerous agencies. They have received a number of follow-up questions. The Corps is working with us to expedite the application. They have been calling with their questions instead of sending letters. The public notice should be sent out this Friday. There is a 30 -day comment period, and then the City will have to address any LAKE WICHITA COMMITTEE November 8, 2016 Page 1 comments. We don't anticipate negative comments. Kathie Forehand-Chaddick stated she needs any public comments for grants. IV. Fundraising Jack Murphy reported there are three other grants out that would require funding if approved: a jetty and three boat ramps. We may be able to fold those into the boardwalk/boat ramp project as an extension of service. Davis Powell stated that the committee needs to keep in mind that if the City refuses the grants due to a lack of funds, this could affect future grants. Follow through to raise matching dollars is important. Kathie Forehand-Chaddick met with Alex Nelson, a MSU environmental science major, who is interested in grant writing. She needs help with this. She also has questions about financials, as she isn't clear on where we are. Steve Garner and Kathie Forehand-Chaddick attended the Texoma Gives recognition. We did not win the $5k for our marketing campaign. In addition to the money raised, we achieved a lot of exposure for the Lake Wichita project. V. Other Discussion Jack Murphy discussed the boardwalk and Kemp boat ramp projects. It will be a design build process, to avoid a second bidding process. The City is waiting for Texas Parks and Wildlife Department to send the documents on the second grant so the two projects can be combined into a single project. Once we receive the paperwork from TPWD, we can send to the City Council for them to accept the grant. At some point, the City will need the match dollars from the committee. There was discussion about at what point we will need that. We will need a total of $1 M. At minimum, we will need the money for the design and preconstruction costs before we post an actual contracting bid. Davis Powell reported he is preparing an RFQ. They will interview a small number of contractors to select the final team with the best value. At that point we will negotiate a service agreement which will detail costs. This will take approximately two months. The it will go to the City Council for approval. At that point we will have to have $200K in hand before going to City Council to award the service contract. Design will take three — six months. Then we must have the remaining money in hand before we can let the contract. $1 M has to be in the bank to do construction. The Kemp boat ramp grant shows an in-kind match from the City Engineering department for $107K, but this will delay the project due to the department's workload. Kinley Hegglund stated it is important to have the $200K in hand before sending out the RFQ. The next question is whether to pursue the RFQ without the $1 M. VI. Adjournment The meeting adjourned at 9:50 a.m. Date LAKE WICHITA COMMITTEE November 8, 2016 Page 2