COURT FACILITIES AND
AUGUST 4, 2010
** NOT APPROVED **
Members Present: D.
Pullen, D. Fanton, G. Benson, D. Cady, P. Curran, C. Crandall;
(Absent:
D. Russo)
Others Present: M. Alger, M. Armstrong (Bovis), M. Balling
(Bovis), D. Button, A. Finnemore, M.
Healy, A. Isenberg (OCA), J. Margeson, T. Parker, B. Riehle, D. Roeske, F.
Sinclair
Call to Order: 3:03 p.m. by Committee Chairman David Pullen
Approval
of Minutes: The minutes of July 7, 2010, were approved
following a motion made by Legislator Curran, seconded by Legislator Fanton and
carried.
COURT FACILITIES PROJECT, CONSTRUCTION MANAGER UPDATE:
Mark Balling and Mark Armstrong from Bovis Lend Lease presented a progress report (copy of report attached to original minutes).
Budget Review – Anticipated
Cost Report:
Mark Balling reported on changes from last month’s report. Adjustments have been made to the incidental cost budgets now that furniture and the movable storage shelving unit prices are solidified. Shelving was reduced by $165,000, and furniture was increased by $65,000; the net is still $100,000 under budget between the two of these items. The reason for the apparent increase in furniture was that a detailed estimate was never done. The only other change is an increase in the budget for bond counsel and legal fees from $60,000 to $100,000. Bond counsel costs during July brought the total cost to-date up to $64,000, and they were unsure what more will be coming. Mr. Margeson will check with County Treasurer Terri Ross on whether there will be additional costs.
Change Event Log:
· #11 – CM Trailer Equipment and Cleaning – agreed on a credit of $6,387 (increased from original proposal of a credit of $4,442).
· #13 – Undercut Unsuitable Soils – the proposal for $17,292 is under review. It will be close to that number. They ended up exceeding the original estimate of material to be removed, but it will be easily verified. Work is completed.
· #16 – Revise Electric to Elevator Motors for Increase in Size – proposal unchanged from last month at $5,449, but they are waiting for a revised number.
· #18a – Cap Existing Well – decided to cap the well between the Courthouse and County Office Building in lieu of infilling it (#18). Work is done. Agreed on a credit of $3,126.
·
#20 – Storm Sewer Revisions – work between
· #24 – Revisions to SA MH-1 – done on time and material. Proposal of $9,062 is under review.
· #28 – Exterior Metal Stud Gauge Revision – agreed on a credit of $3,829.
· #30 – Void – The water meter for the project was noted on drawings provided by the Village or by others. The Village said they didn’t want to do it, so a change event was issued to Javen. They came up with a price of $19,562 for an 8” water meter after receiving two vendor quotes on it. Because their plumbing sub-contractor and Javen themselves both put mark-up on it, the price went from $16,000 up to the $19,562, so Bovis decided that the County will procure the meter directly and turn it over to the plumber for installation. This will come out of contingency.
· #31 – Change Door 165A Rough Opening – small revision to door frame opening; $304.
·
#32 – Repair Water Main Leak at
Change Order Summary
Report:
Change Order #5 will be a running tally of change events as they’re approved, so it will include more than what it currently shows. To date, the total is a credit of ($11,987.28). There will be some additions.
Allocated Allowance
Summary:
Wireless Duress System: It’s time to get moving on this, so they will try to get what they will be doing finalized. This will be added to the security meeting.
Committee Chairman David Pullen questioned where the project budget was for percentage of completion. Mr. Balling replied that the budget report is only through June, because they haven’t received the final July requisition from Javen. He estimated that it was about another eight percent complete since his last report, for a total of about 31 percent completion. The combined change order value last month was at about $100,000. As of this month, it’s about $105,000, so there’s not a lot of change.
Site Overview – Safety
Report:
Mark Armstrong reported that five additional safety warnings were issued for this period. All items were addressed immediately with the contractor and corrected that day. Thirteen written safety notices have been issued since the beginning of the project. Overall, they’re working it all out. At the time of this report, there were no lost time incidents to date.
Work Performed in
the Past Month:
· Installation of concrete floor slabs
· Stair Tower S03 completed with stairs and rails installed
· Elevator E02 masonry completed
· New waterline completed
· Structural steel erection completed
· Roof joists and metal decking continuing
· SWPPP fencing and inspections (Storm Water Pollution Protection Plan)
· Underground plumbing and electrical work completed
· Interior metal stud partition layout and bottom track underway
· Above grade electrical and plumbing work underway
Sixty-Day Look Ahead
(August-September):
The following list provides an idea of what’s scheduled, and Bovis’ report included start and finish dates they are hoping to maintain for each activity. We will start to see the exterior façade going up, then the plumbing and wiring and partitions will begin. Bottom tracks for interior wall partitions on the first floor have already been laid. Mr. Armstrong noted that he could arrange walk-throughs for interested Legislators.
· Completion of roof framing and decking
· Installation of roofing underway
· Framing of exterior walls and sheathing underway
· Installation of concrete pads for dumpster and generator
· HVAC piping and ductwork underway
· Above grade storm, water, waste, and vent piping ongoing
· Sprinkler piping underway
· Electrical rough-in ongoing
· Interior stairs and railings installed
· Interior metal studs underway
· Elevator installation underway
· 12” fire wall completed
· Exterior framing and sheathing complete
· Face brick underway
· Window installation underway
· Drywall installation underway
· Exterior wall insulation ongoing
Committee Chairman Pullen asked where we stand in terms of being on schedule. Mr. Balling responded that the project is within a few days of the original approved completion date. The steel work is still not totally done (about two weeks behind), but it’s not holding up the other work. Bovis is watching the situation closely, and there’s no reason to push back the completion date because of it.
On August 26, the Judge’s bench mock up will be installed in the hearing room and in the large court room. That will be the next big step: reviewing that and releasing that work after the Judges get a feel for sight lines and elevation.
Legislator Curran questioned why the Village wasn’t supplying the water meter. Public Works Superintendent David Roeske answered that the Village doesn’t supply any commercial meters. Mr. Balling noted that it probably goes back to the inability of LaBella to gain the timely approval and review of documents that led to the Department of Health holdup and the change in the size of the backflow preventer building. If the Village would have come back during preconstruction and said they weren’t going to provide the meter, LaBella would have bid the project with the meter included. Bovis also talked about whether they could install the meter after the service splits between domestic water and sprinkler water, because it goes to two four-inch lines. Why pay for an eight-inch meter, when a lot of times you’ll see only a meter on the water service side? That would require going back to the Village for approval. Mr. Roeske noted that the water meter has been ordered.
OFFICE OF COURT
ADMINISTRATION, ANDREW ISENBERG:
Andrew
Isenberg, District Executive for the Eighth Judicial District, works out of
Mr. Isenberg
agreed with Bovis that when they have the bench mock-up at the end of August,
it will be a big milestone. The design
of the bench is one of the greatest challenges.
It’s not prefabricated. It all
depends on the fit, style, and layout of the room, and has to consider sight lines
from the judges, witnesses, court clerks, attorneys, court reporters, and
jurors. The mock-up is usually made from
plywood and particle board and it will include the placement of ramps for
Mr. Isenberg noted that the state remains committed to fund the alternative specs relative to some work being done in the existing historic Courtroom. They are in the process of submitting RFPs for state furnishings for the new space to supplement what the County is providing. Bids are due August 6. A security meeting is scheduled with Bovis to review the wireless duress alarm system. There was a meeting today with IT on networking for the computers. Mr. Isenberg commented that this project is going exceedingly smoothly, and that’s really a credit to the County’s hard work and commitment. LaBella and Bovis seem to be working very diligently and as cooperatively as possible.
Legislator Pullen asked if the County can still expect the interest subsidy that’s available, given the condition of the state budget. Mr. Isenberg noted that he has advised the County all along that there is an interest rate subsidy available from the state, which can be as high as an annual subsidy of 33 percent toward the interest aid cost on the financing for the project. In order to make certain we’re eligible, the County’s financial people need to stay in close contact with the appropriate people at OCA. No one has advised him that the County won’t be eligible for the interest rate subsidy on the basis of the fiscal condition of the state, and if there was a hold on subsidies they’re providing to other municipalities, he would have heard something. There are many technical requirements for subsidy eligibility, and Mr. Isenberg stressed the importance of keeping in touch with OCA. He was unsure if the County checked to see how the use of Rebuild America Bonds as a portion of financing would impact eligibility, or how federal aid impacts the flow. County Administrator/Budget Officer John Margeson will be the one to contact OCA, and he will get in touch with Bill Clark. Mr. Isenberg noted that he also has a call in to one of his contacts at the OCA Budget Office for subsidy information. Committee Chairman David Pullen commented that the County has left no stone unturned to improve the quality of the project and reduce the final cost to the taxpayers.
Information Technology Director Deborah Button reported on the IT aspects of the project. Everything is looking good. They recently went over the plans with Bovis and the electricians. The lay-out, cabling, and switches look very good. Equipment will be located in a center closet on each floor, which will feed into the existing facilities with fiber. Ms. Button will stay involved and will be attending the project meetings.
SPACE NEEDS
ASSESSMENT:
A referral
was received from the Planning & Economic Development Committee for a
resolution directing the Office of the
Legislator
Sinclair provided explanation. There has
been discussion in committee and the full Board about future space needs. It was proposed that we hire an architect;
that stalled out in deliberation and was removed from consideration by the Board.
It was suggested that maybe the Planning
Committee and the Planner should have a role, and there were other suggestions
made. In the meantime, some of the space
needs problems are becoming more evident.
The idea arose that perhaps this issue could be moved forward without
hiring an architect, by performing some of the preliminary work in-house. Mr. Sinclair didn’t feel that having an
architect going to department heads to ascertain needs was the right
approach. Someone in a supervisory
position, such as the
It gradually evolved that it was a good idea for the Office of the Administrator to engage in detailed interviews with department heads about space needs. This office could also filter out what’s real and what’s not real, in terms of where we’re going in the future and how much money we can allocate. We could also pick some of the key issues we need to look at right now. One is the fact that the museum roof is leaking quite badly. It’s unknown whether there are safety issues, but it’s been leaking for a long time. Those kinds of things could be put on the front burner. There are immediate space needs with the Board of Elections, and some temporary or longer term ideas could be formulated. Then the rest of the departments can be interviewed and issues looked at. After a few months, the idea of parking could be looked at. We can then take this assessment to the full Board with the idea of hiring architects to look at the prioritized issues we pre-evaluated. Mr. Sinclair spoke with Mr. Margeson and Mr. Alger, who felt this was a reasonable approach. He then presented the idea to the Planning and Economic Development Committee, and they felt it was reasonable, so the referral was made to the Court Facilities and County Space Needs Committee. If both committees could ratify this direction, we could follow through with the process. Mr. Sinclair noted that he was willing to advise and talk about issues, and he was sure other Committee Chairs would be interested. In-house, we could come up with a good sense of direction, and that would make the Board more comfortable working toward specific solutions with an architect.
Mr. Margeson commented that he felt
this idea was certainly feasible and would be a useful exercise. It may take 90 to 120 days to allocate time,
as we’re coming into the budget season.
Mr. Sinclair added that he would like to have an immediate review of the
Historian’s situation. When Mr. Sinclair
asked Mr. Braack about utilization of one of the Court Street houses, he was
ecstatic. There may also be a clear
solution in hand for the voting machine issue. So there may be two temporary solutions right
off the bat.
A motion was made by Legislator Fanton, seconded by
Legislator Cady and carried to direct the Office of the
Next Meeting: Wednesday, September 1, 2010, at 3 p.m.
Adjournment: The meeting was adjourned at 3:50 p.m. following a motion made by Legislator
Cady, seconded by Legislator Curran and carried.