Redevelopment Commission - Regular Meeting

Are you ready? Ready. Good evening. We'll call the meeting to order. Uh before we begin, let the um the meeting this meeting this evening is being live streamed by Under Production Multimedia. Um, good evening. Uh, welcome to the city of Charletown Redevelopment Commission meeting for March 3rd, 2026. Please stand and begin with the pledge of allegiance. I aliance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all.

Thank you. Do a roll call vote. Minate here. Bobby Brooks here. John Spencer here. Chuck Deon is absent. Dererick Holmes is present. We do have a quorum. Our first item on the agenda tonight is a presentation by Jim Adams on the 950 958 Market Street facade application. Please let the record reflect that I submitted a bid on this project and that I will be abstaining from a vote. Welcome, sir.

Thank you. Thank you. Appreciate the opportunity tonight. Uh we have submitted a facade grant bid. Um we are uh very interested, excited to update the facade at 950, 952, 54, 56, 58 Market Street. Um obviously by the pictures um it's time and with growth in Charles Town with new buildings adjacent to us within the last couple years it's time we take the next steps to um uh create a uh updated building with um essentially all professional services within the building. We're excited. We have a new tenant coming at 950. That's going to be a new business in Charles Town. Um, a behavioral health uh business, which I think should add two employees within their uh consulting business. Um, and as you can see, what we want to do is is bring additional life to the building, paint the brick on the bottom portion of the facade, update the top with Hardy board, um, and add lights to the structure. And every possible place we can, we'll add outdoor lighting just to just bring more appeal, make it more visual at night. And uh as Derek mentioned, he did bid on the project. So, um full disclosure. Um but yeah, I think that's going to be a nice add to the city of Charles Town with uh direction we're heading.

Is that a electric car port charging? Yeah, that I don't think we're going to add that. That's um it's nice. up and I don't think that's going to to make it within the budget. It's we're obviously it's expensive to do anything and I don't think there's going to be room but good question. So, the remodeling will include doors, windows, u adding commercial doors, uh, and windows on the bottom part of the facade.

And we're adding that center sign box, if you will, that will uh that's a nice touch that will will allow for some signage, too. Yeah. with the U new tenant coming in. Will the others remain on? Yes. Yes. Uh the others will remain um on um in the the building. Yes.

Essentially 950 was National Builders uh corporate office, if you will. We're shifting that to a different property in Charletown. Um, so we'll still have the same staff just going to a different location. The behavioral health company coming in, um, will bring in two new employees. And so with this being submitted, uh, the estimated project cost was $79,95. So that would make them if you treat this as four separate facades then that would make the city's participation you know all dependent upon reimbursement and what the actual costs are but right under $40,000 at 39,54750

I could you know as you said the surrounding developments updated and it's a very visible location on street especially coming down into downtown area here right there any further discussion any questions We don't have a motion yet, do we? No,

we don't yet. I ask for a motion to approve. I make a motion. I'll second that motion. Motion a second. Is there any further discussion? Before we vote, just make sure the record reflects that I am uh abstaining from a vote on this. There's no further discussion. I ask for a vote to approve. All those in favor, please say I. I. I. Motion passes. Thank you. Thank you. You appreciate the time.

Thank you, Jim. You provide a copy of the minutes from the February 10th, 2026 regular meeting. I ask for a motion to approve minutes. I'll make a motion. We have a motion by Bobby. Is there a second? I'll second it. Motion and a second. Any further discussion on this? Ask for a vote to approve. All those in favor, please say I. I. I. Thank you. Provide a copy of the claims for the previous month. I'll ask for a motion to approve the claims.

I'll make a motion to approve the claims. Is there a second? I'll second. Any further discussion on claims? I ask for a vote to approve. All those in favor, please say I. I. No one signed up for public comment. Brings up to the consult report. Jill, thank you.

Be glad to answer any questions about the report that I sent out if I don't cover it. Um, one thing that I'll uh a couple things I'll mention related to the Madison Street Green Alley, sorry. So, which I've noticed is not even on my report unless I missed it. Sorry. Um, Madison Street Green Alley, we've had the uh final walk through um that and what you see out there, there's two pieces to that. one was Madison Street, Green Alley uh kind of reconstruction or paving uh drainage, but then the city had also incorporated those two streets in the community crossings grant which the redevelopment commission is paying for the match related to both Harrison Street and uh Madison Street and Green Alley. So, uh, fortunately, the contractor that got the job to do Madison Street Green alley improvements is also the contractor that won the bids earlier for community crossings. So, that's while I say that project is finished. It is finished for that portion of their contract, but we had asked that contractor to go in and make Madison Street and Green Alley the first wave of their paving with the top coat and finishing that that stretch off. So, it's a separate contract to do that. Um, but the walkthrough went well and uh we should we anticipate having that final payout for the April meeting for that portion of it. Uh, also Charleston Sand Landing Improvements. Uh, Mayor Hodgeges is going to make a presentation to the local RDA board on Friday. Um there's a twominut

presentation time limit and to explain anything that we need to related to that project in hopes of getting some reallocation funds to assist with the uh lighting in the public works facility. And I did get a contract from Taylor Cer Williams Design Group that this commission uh approved that could be signed outside of the meeting. There was some comments u that uh FBT given and Matt in particular relayed back to me. Uh I've given those back to Taylor Seeker Williams. They're not able to get those made in time for the meeting tonight. So, I'll just reach out to um to Derek once we have that taken care of to execute that for the signage. You have any questions?

Thank you for your report, Joe. Moving on to old business, we have the Shadow Lake lighting agreement um with um the town and Clark Clark County RMC.

Yes. So we had some discussion about this at the last meeting. Uh realized that the exhibit was not accurate. So we do have an accurate exhibit. Now cost is the same. Uh everything else is the same with the exception of the exhibit. So I would like to present that to the commission to approve and then we can pass that along to the board of public works and to the Shadow Lake Owners Association for them to uh finalize and execute that. And upon full execution, then we have the approval to go ahead and have the clerk treasur's office send pay the invoice to RMC. I'm sorry.

Sorry. Before you make the motion, uh Derek is also going to recuse himself. So, this is actually uh addressed to have Bobby sign it as vice president. Thank you, Joe. I make a motion that we approve the Shadow Lake lighting project agreement and allow Bobby to sign that outside of the meeting. I'll second that motion. Motion to second. Any further discussion? Call for a vote to approve. All in favor, please say I. I. I. And you abstain. Sorry. Reject that I. You're changing the I into an abstension, right? Yes. Okay, I got it. That was

uh the last thing that I'm Oh, sorry, Derek. Go ahead. I'm just rolling on here. The next item on the agenda is the gazebo re um renovation review.

So, uh what you have in front of you, and I did, and so I lost it here in my sack. Here it is. What you have in front of you is uh it's a separate sheet and on the back side it's front and back is the estimate of materials. Uh when Mr. White came and explained he said he was going to try to get all the materials donated. He still intends to donate labor and all of that but then submitted this list and cost for materials to me uh yesterday. Um, so sorry. I'm gonna find mine so I can talk about it more intelligently. Here it is. Matt, can I look at yours?

Oh, sure.

Thank you. I know it's here. Here it is. I have about six extra copies here. Sorry. So, um, couple of things. One, I wanted to share this with you. And so uh you know the commission does have the the funds to pay this if this is what you want to do. U the other thing is that it creeps over u if the estimated project cost is going to be over $50,000. There's a limit threshold limit there. Then you actually have to uh mail out and request quotes within seven days. So, we're not allowed. When we first talked about this last month, if everything was free, fine. Let's go on. But now that we have this dollar amount and their procurement laws that that govern what you can do with this money, and Matt can go into great detail about that if you wanted to. Uh, but u it looks like in order to cover all of our bases, we should do this quote process. Um, Mr. White can quote. We don't have to receive three quotes, but we have to request three quotes. And so if you want to move forward with this and that's the path you'd like to take, then I would just ask you to give me permission to solicit those quotes u to bring back to you.

And just a little bit more explanation of how that process works. So, so if you did designate Jill to to seek out the three quotes, it's supposed to be from people or companies that um deal with this line of work. Um again, um you all don't have to actually receive three quotes, but um there's there needs to be evidence that three quotes were mailed out. Um it has to be mailed out at least seven days um before the due date. And um the process for quotes under Indiana law um it it's basically a sealed process so that um if you know if the city or commission received the quotes then they wouldn't be opened until um the time set for y'all to open it whether that's a special meeting or a regular meeting. So um it it would have to not be disclosed until such time as the meeting. So, and it's supposed to be it's also supposed to be the most um responsive responsible quoter as well. So,

so how does this revised proposal, how does it fit into what we plan on spending because it's quite a bit different than we originally talked, right? We originally talked about it spending nothing, right? That's what I mean. Yes. And then that's 53,000. the commission has the funds available to do that if you wish to do it. Wouldn't mind getting the mayor's input on this. She's willing to stand up and talk. While she's doing that, um I do know that the when we went through the visioning process, the the cost to renovate that gazebo in the area around it was quite a bit more than

I purposefully have tried to not speak about this with any of you so that you could make independent decision about this. Um, we're still capable of making independent decisions.

I understand that, but I don't like to give the appearance of exerting any kind of pressure one way or another. Um, I think that the decision for me would be based off of what would it cost to do this if the services were not being donated? and there are no other groups that have stepped up or volunteered to donate that work. Um, Mr. White when he was here acknowledged that he was going to try to get the materials donated and that he tried to give him a discount as best he could. Um, I'm not doubting that he didn't try to do that. I don't see just that information.

Um, he did reach out in the process of trying to get this information. He contacted Jill and me to ask if I guess there was some conversation he was having with one of the suppliers where if the city was ready to move forward with the improvements to the streets as well. I don't know if you recall, but in this entire development, there were three phases. And one of the phases called for uh improvements to the streetscaping with crosswalks and bumpouts to make pedestrian traffic move better. And I guess there was a an opportunity there for him to get a bulk pricing on that. And I told him that we were likely not ready to move forward with that phase because of the the cost. So I think that he's worked to keep the costs as low as possible for those materials. Um, I think the the the board just has to make a decision. If you move forward now, it's probably at a much reduced cost than what it would be if you wait. Um, and I think you have to weigh for me, I weigh that out about what the gazebo looks like right now and how it functions right now. Um, we just took the panels down. We put away all the Christmas decorations. And every time we do that, um, you get a fresh look of how bad the wood is on the gazebo. on the steps, on the panels, on the rails. And I think that that factors into this as well. It's not just an aesthetic thing. It's something that I think, you know, John, you pointed out several times during the last meeting. It's accessibility um and what we want and for the price that we could get out of it. I will say that Mr. White has been great about working with um TSW on the same style of materials that would blend with what's been chosen to go over at the commons so that there's some cohesion throughout and that may be you know raising the cost a little bit for the supplies because it's not like we told him go get free materials. We said specifically these are the themes and colors of the materials we want and I would imagine that that probably limits

his ability to get some things at a lower price. So I think all those are just some things for you to consider as you as you think about this decision. So J, you think this is really no problem for us. It's not going to have the next percent. No. And you know the others need to to keep in mind when the quotes come in. If the quotes higher than that then you can always choose not to do the project.

Yeah. Sure. Sure. So, um, at this point it would be just the time and effort for somebody to put a quote together, uh, for me to solicit quotes and then if it's higher than that and we have another discussion about whether that's something you want to spend your funds on. So, for Mr. White's estimate here, I noticed he has a payment schedule in the back. From a cash flow perspective, would that be an option if we were to pay and it looks like two payments, two installments? Yeah, that that's not an issue. Okay. For you. All right.

And I'm sure that's something we can negotiate as well, but I that shouldn't be an issue. I

mean, I want the project done and I think it should be done. So just because we had a big change in the expense from last time this time I couldn't help but feel like we needed to talk about a little bit. Um, so I make a motion that we proceed with you doing the delayed work to get the three quotes and uh schedule the meeting and all that to open those. And Jill, I can work with you on that, but like whenever you do send out the quotes, like we'll want to have an idea of like if it's going to be opened at the next regular meeting or if it'll be a special meeting. So we'll want to know that before it's sent out, right? I'm hoping we can determine that before we leave each other tonight.

Okay. Because I'm certainly in favor of a special meeting. We're trying to because we're trying to follow a pretty strict timeline on this, right? Well, I think it's in everyone's best interest if that work is started and finished before Founders Day. Yeah. So, yeah, I'm certainly going to do a special meeting if that's necessary. So, we need two more quotes or three more quotes. We need to get a quote, a different quote from him, too. Correct. Correct. He'll have to respond to that sealed quote. We need to solicit from three. So, we'll solicit Mr. White again and two others. And then they will whoever wants to respond, at least two others. Whoever wants to respond, we'll provide a seal quote similar to a bid, but it's not called a bid. It's quote, correct? Sealed.

And so, you'll want um Yeah, he'll want an updated date for the issue date. Then he'll have to submit a whole new quote. And I'm assuming that the other bids, so how does this labor factor into this? The other bids are just going to be what they would charge to do the work, right? Well, they could, but I think, and Matt, correct me if I'm wrong, we would just solicit the quote for materials. Okay. Okay. Yeah, you could just do quote for materials because they and they would know that person would somebody else would be doing the work. Yes. So, we just solicit materials. Yes. Okay, I got you.

If not, then we would submit a quote for everything and then he would just have a his quote would include zero for his labor and so then it would show up. I was just curious how that all works. I don't think I've ever been involved in one exactly like this before. Well, you don't see these these sealed quotes very often. Well, not with free labor either. Yeah. Yeah. Yeah. So most most of the time I've seen sealed quotes come up for cities with like cars or something if they're trying to buy or maybe a small paving project or something like that. It's pretty simple. Okay, we got a motion. You made a motion. I did.

I have a second by Bobby. Any further discussion? is would are there going to be any timelines put on these payments like the first payment before he starts it or how when uh when we get the quote back we can ask him about that and because we'll have to do a contract with him then. Okay. And we'll have all that lined out in the in the agreement. There's no further discussion. I ask for a vote to approve. All those in favor, please say I. I. Thank you. Is there any new business discussion anyone has tonight?

Come, I just need to make the the commission aware of um a potential I don't think it'll be a problem. Just a heads up. So, the city council had to amend their meeting schedule for the month of April um because of some conflicts with their own schedules. We weren't going to have we're afraid we weren't going to have a quum. And the only time that we could get enough people there to have a meeting is actually on the same date as your April meeting. So April 7th, I believe that's the Tuesday. Yeah. It says Thursday on the agenda. It's Tuesday.

Okay. Um so um what they've done is they've set that meeting at 5:30. I know you start at 6. I do not anticipate that the council meeting will bleed over onto your meeting. But I just wanted to give you a heads up that if something happens that there's something on the agenda that would take a little bit more time at that April meeting. Um I don't see a problem unless Matt disagrees with you still having your meeting scheduled for six because worst case scenario it might start a few minutes late. But I mean they'll be here anyway. So we're running out of here. They're not done by most of the meetings don't last that long. I do know though that in April on that agenda, if I recall, there will be a public hearing on the B for um

for the River portion of the sewer project. But again, I don't with it being a fully Riveridge project. I do not anticipate it doesn't affect any residential, you know, residents at all. So, I don't anticipate a long public hearing with that. But I just wanted you to be aware that for your April 7th meeting, don't see a problem with the timeline, but you may get just a few minutes if that goes over. Thank you, mayor. There's no further discussion. Our next meeting will be scheduled April 7th. Um, as we just spoke about

there's no further special meeting. Let's talk about that. Sorry, whether you all want to have a special meeting. Um, if I'm doing my calendar correctly and say we get the quotes out in the mail by the six, let's say the 9th by the 9th, then I'm just trying to figure out, Matt, whether we need to have a special meeting or if we do, it would probably be the week of the 23rd. we had a special meeting where we could do that last week of March, first week of April to do that. I just want to make sure we give ourselves enough time to get those out and back.

Yeah, I I will just note I know that the last week of March, first week of April um is Holy Week for many people. Um but um yeah, I I don't see an issue timing wise though with the either the last full week of March or the March, April. Okay. Um, what is your preference on that? Are you do you have availability the week of the 3? I know some people are uh have spring break there. The week of the 23rd. Yeah. I think it's I think it's okay with me. It's okay with me. Yeah. Good that week as well.

Do you have a preference for day then, Bonita? I know what time but what day mayor you don't have any other meetings that third week here do you and evening okay it looks like I'm good um any of those times any of those days so and assuming assuming I'll be asked to to cover um what's your what's your schedule I'm available any day but that Monday okay so we can do the 24th through the 26th and I don't care which day that is whatever works best for do it Tuesday, Wednesday or Thursday. 24th or Tuesday, right? That would work for me. What about you guys? Tuesday, 24th, 6 o'

or you want to do it earlier? I know some of you guys have some obligations. I don't care when we do it because we have to put I can do it. I mean, I can do it. 5:00. It shouldn't be a real long meeting, should it? Oh, no. Okay, then I could I could do it for 15 minutes probably. Yeah. Okay. So, does five work for you or do you want to do it? Yeah, I can do that. I just said I have it at the time like 5:30 is you know between uh you know 5:30 or 540 I need it. Okay. Okay. You sure? We don't Yeah.

Okay. All right. So, we will uh we will put a notice for a meeting on March 25th at 5:00 pm. Sounds good. You said 24th. March 24th. Sorry, that's what you say. Gosh. Sorry. I wish I could say that was a test for you. Pass it at We're always watching you. We're watching you. Somebody's got to. All right. March 24th at at 5:00 p.m. All right. Make a motion we journ. Is there a second? All in favor, please. I