BID MinutesDate 1

5225 North Academy Boulevard

Colorado Springs, Colorado 80918

Manitou Avenue Revitalization Project

Bi-Weekly Meeting Notes

Nolte Project # CSB010700

Meeting Date: January 13, 2004

Purpose: Project Kick-Off Meeting

Location: City Council Chambers

1. Introductions: Representatives from The City of Manitou Springs (City), Colorado Department of Transportation (CDOT), and Nolte Associates, Inc. (Nolte) were in attendance. (See attached Attendance Sheet.) Steve Behrens, Nolte’s Project Manager, initiated the introductions and reviewed the meeting agenda.

2. Review Project Scope: Michael Hussey reviewed the proposed project scope (Stages 1 through 4) and schedule for completing the Preliminary Design (overall project - Pawnee to Park) and Phase 1 Final Design (Shoshone Spring Plaza). The Preliminary Design package is scheduled for completion by the first of July; the Shoshone Spring Plaza Final Design is scheduled for completion by mid May, with construction starting the first of July and completed by the first of September.

3. Bi-Weekly Meeting Schedule: The Bi-Weekly Meeting schedule was discussed. It was decided the meetings would be held the 2^nd and 4^th Thursdays of the month – except the next meeting, which will be held on Friday, January 30, 2004 because of an existing conflict with Kitty Clemens’ schedule. All meetings are scheduled to be held from 10:00 a.m. to 12:00 p.m.

4. Review Coordination with CDOT and CSU

CDOT

Grant Progress: Paul Reinsma, CDOT, provided a grant status report. He stated that the Form 463 was moving forward. However, there were some outstanding approvals needed from Traffic and Environmental/Historic.

Traffic: Nolte will contact Ajin Hu (Traffic) to review the project and the FHU study with her.

Environmental/Historic: Nolte will contact Dick Annand and/or Judy DeHaven (Environmental/Historic) to review project with them. (This approach needs to discussed with Karen Schneiders)

Right-of-Way Definition: The problems of finding Manitou Avenue right-of-way (ROW) documentation (the apparent lack of any) were discussed. Paul suggested that Nolte contact Allen Prudic and Gary Bazanele (utilities and permits) to further determine what other information, if any, CDOT may have, and if adequate information could not be found how Nolte should/could proceed to establish a ROW.

CDOT Other Items: The Design/Build concept for future phases of the Manitou Avenue Improvement Project should be pursued with Mark Andrews and the CDOT Area Engineer (Paul will get Nolte his name and contact information). CDOT will work with the State Attorney General’s office.

CSU

Electrical & Gas: Steve Behrens had a meeting with Cindy Lou Hyde and Tony Colvin at which CSU stated that the cost of service lines from the electric main to the buildings would not be covered by CSU, but would be a project cost. Nolte and City need to continue discussions with CSU to have them start planning/design. These discussions should include CSU’s Jim Thomas. Don Moon Previously prepared mainline relocation (underground) plans for Manitou Avenue. These plans are currently in Cindy Lou Hyde’s CSU office. She is using these plans to prepare a relocation update feasibility study that should be complete in early February.

CSU Other Items: Need to add CSU to the Liaison Group. Andy Fungy (sp?) is a person at CSU who should be contacted regarding City/CSU coordination. Joe Wilson is CSU’s attorney for electrical issues.

BREAK

5. Review Coordination and Work by City

Org Chart: Revise chart to provide a link from the Liaison Group to Mike Leslie and from Mike Leslie to the City Council.

City Responsibilities:

· Mike Leslie will be responsible for scheduling project work sessions with the City Council.

· City staff will provide utility locates. Gary Smith, Nolte, will coordinate that effort through Kelly McMinn, City’s Public Service Director. It was emphasized that the Public Service staff is Nolte’s client, not its staff.

· Todd Liming, Manitou Springs City Planner, will provide Nolte with copies of any project related documents that the City has, including drainage reports, City design criteria and specifications (including concrete colors), etc.

· It was decided that the Manitou Avenue Design Advisory Committee should be renamed the Manitou Avenue Liaison Group. The membership of the Group should include the representatives from the following City Departments – City Administration, Finance, Planning, Economic Development Council, and Public Services. The following groups or organizations would also be invited to have a representative serve as part of the Liaison Group - the Business Improvement District, Historic Preservation Commission, Mineral Springs Foundation, Metro Parking District, Open Space Advisory Board, Chamber of Commerce, and Park and Recreation Board. It was further determined that specific “Ground Rules” (policies and procedures) should be developed to provide guidance for the responsibilities, degree of involvement, and limits of the Liaison Committee.

· Nolte will draft a Construction Easement Agreement for the City Attorney’s review and approval that will allow project construction to occur on those properties that may be outside of City property or the Manitou Avenue ROW (i.e. the area between the ROW and the face of a building).

· Nolte will draft a Right of Entry Agreement for the City Attorney’s review and approval that will allow Nolte survey personnel on private property to obtain project related survey data.

EDC/BID Responsibilities

· As part of the Public Involvement Process a project web site will be developed and established by the EDC. The site will be linked to the City’s web page. The site will provide periodic project updates and news. (This website address has been subsequently set up as www.manitouspringsahead.com.)

· Kitty Clemens will assist Nolte coordinate Owner/merchant meetings.

6. Summarize Nolte Project Administration:

Steve Behrens will discuss Nolte invoicing and project status reports with Mike Leslie and establish project administration procedures.

These notes reflect Nolte’s remembrance of the discussions held and decisions made at this meeting.

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