COURT
FACILITIES AND
JANUARY 6, 2010
** NOT APPROVED **
Members Present: D. Pullen, D. Fanton, G. Benson,
C. Crandall (Absent: D. Cady, P. Curran, D. Russo)
Others Present: M. Alger, M. Balling (Bovis Lend Lease), D.
Burdick, A. Finnemore, J. Foels, M. Healy, T. Hopkins, J. Margeson, T. Miner,
T. O’Grady, B. Riehle; Media:
B. Quinn, Wellsville Daily Reporter
Call to Order: 3:05 p.m. by Committee Chairman David
Pullen
Approval of
Minutes:
The minutes of December 2, 2009, were approved following
a motion made by Legislator Fanton, seconded by Legislator Benson and carried.
Court Facilities Project Update – Mark Balling (Bovis
Lend Lease):
Budget:
Mark Balling, from Bovis Lend Lease, the Construction
Management firm for the project, reported that they’ve been working with John
Margeson, LaBella, and Public Works to come up with all of the expenditures to
date and projections for the incidental budget (a copy of the report is
attached to the original minutes). The
report began with Javen Construction’s awarded bid amount, including all
alternates, at $9,086,300. We’re carrying
a contingency value of $725,000, bringing the construction cost total to
$9,811,300. Incidental costs were
listed, and Mr. Balling noted those that had been completed and invoiced so
far, including: partial Bovis and
LaBella fees and reimbursables, Court study, soil borings and geotechnical
report, building permit fees, driveway costs (Public Works and outside
vendors), bond counsel and legal fees, and Seeler Engineering fees (PLA). Anticipated incidental costs total
$2,565,158.25, bringing the total anticipated project costs to $12,376,458.25,
or $2.1 million under LaBella’s latest budget projection of $14,480,700, which
included finishing the shell space. Mr.
Balling further explained some of the incidental costs listed on the report:
·
Materials Testing,
budgeted at $50,000: Bovis Lend Lease
requested bids, and they received four proposals. Mr. Balling noted that at the next meeting, they
will recommend a contract to be awarded.
This is for third-party inspection of the contractor’s work throughout
the project for items such as compaction, concrete, steel, weld, and fireproof
adhesion. The contract will be for a
unit price with a “not to exceed” amount.
·
Driveway Costs,
budgeted at $100,000: Between the County
Department of Public Works and outside vendors, $83,038.59 has been spent to date
on the widened access road, with a little more expected. These costs will be reimbursed to DPW.
·
Moving and Relocation
Expense, budgeted at $25,000: There may
be no costs incurred under this line item.
Whether moving is done by County departments or professional movers will
have to be discussed.
·
Alternates No. 1-4
Reimbursement by Office of Court Administration (OCA): Indicated on the lower section of the report
as a credit of $41,500, as those costs were included in the total on the top
section.
·
Movable Storage Shelving
Units, budgeted at $265,000: This is
something that needs to be purchased (electric high-density file shelves that
scroll, similar to
·
Utility Company Connection
Charges, budgeted at $50,000: Suggested
by LaBella, unsure when these costs will be incurred (LaBella’s issue).
·
Bond Counsel/Legal
Fees, budgeted at 60,000: The legal fees
paid to date ($38,916.27) are related to the Project Labor Agreement (PLA).
·
Seeler
Engineering, PLA Agreement, budgeted at $10,814.25: Expended.
·
Builders’ Risk/General
Liability Insurance, budgeted at $70,000:
Working on getting a firm quote from the County’s insurance carrier,
NYMIR through Richardson and Stout.
·
Furniture and Equipment,
budgeted at $100,000: This amount could
end up being very little. There hasn’t
been much discussion on furniture needs for the County offices being moved into
the addition and whether existing furniture will be moved.
·
Telephone/Data
Servers/Equipment, budgeted at $25,000:
The contractor is providing the wiring and the Courts are providing the
equipment for their space, but there will be some County department
requirements for this.
·
Computer Hardware
and Software, budgeted at $30,000: The
line item is there to be used if needed.
·
Signage, budgeted
at $10,000: The contractor is providing
·
Incidental Budget
Contingency, budgeted at $100,000:
Recommended for miscellaneous costs.
Mr. Balling noted that he will work with Public Works
Superintendent David Roeske and the Accountant each month to reconcile costs
expended to date, and he will provide the committee with monthly updates and
report on any issues. Mr. Pullen
questioned the process for issues like the movable storage shelving units,
telephone equipment, and furniture. Mr.
Balling will bring these things up at the appropriate time. The shelving will be bid out, and the other
things will be state contract wherever possible.
Mr. Pullen noted that there is both a construction
contingency of $725,000 and an incidental contingency of $100,000. Mr. Balling pointed out that even if all of those
contingencies are spent, we would still be $2.1 million under budget, going by
the last projections made by LaBella.
Legislator O’Grady questioned the bond amount of $13.8 million, and Mr.
Pullen replied that the last hard estimate from LaBella of $14.48 million
included additional things such as finishing out the shell space, and that
occurred after the bond approval. We
have bonding authority for $13.787 million, but we’re still well under that. Mr. Pullen didn’t feel there was reason to
change it.
Schedule:
Mr. Balling reported that they had their kick-off meeting
with Javen Construction prior to Christmas to go over procedures and rules. They will have bi-weekly project meetings
beginning next Thursday. Javen is
working on their schedule to submit to Mr. Balling for approval. They’re also working on the schedule of
values for their payment breakdown. Submittals
are coming in (they have to submit on all the materials they’ll be using). He’ll know more after he receives Javen’s
schedule, but in January, they will probably be starting on the trenching for
utilities. They’ll be using movable
fencing, so they’ll only need to take the parking area that’s necessary for the
utility work. They need to create a
staging area, and the trailers (Bovis’s and Javen’s) will be coming in January,
as well. They will cover certain
first-floor windows for protection during the project. The Courts asked that that be one of first
things done. There is a control system
that needs to be relocated from the
Change Order Process:
Mr. Balling will report on any potential changes during
his monthly updates. Each one will have a
number and be tracked separately. The committee
will need to discuss approval limits.
Mr. Pullen questioned if the
A
motion was made by Legislator Fanton, seconded by Legislator Benson and carried
to authorize
Decision on Lawsuit Filed by Citizens for Responsible
Government:
Mr. Pullen provided committee members with copies of Judge
NeMoyer’s Decision rendered on Monday, January 4, 2010, in relation to the
lawsuit filed by the Citizens for Responsible Government.
Office for the Aging/Veterans’ Service Agency
Facilities at Crossroads:
An update was provided by Industrial Development Agency
(IDA) Director John Foels. The final
engineering is complete, with a couple of small items to be worked out within
the week. Foundation work, concrete, and
site work are all complete. The next
step is construction of the structure, which will begin within the next two
weeks. Some of the work is being done
offsite. Anticipated completion date is May
1. That is a conservative date. The County Information Technology Department
has been involved. Mr. Pullen questioned
how the actual move would occur. Mr.
Margeson stated that the Department of Public Works would do it. Mr. Foels will provide monthly updates to the
committee.
Utilization of
Mr. Pullen suggested that committee members need to
consider how to address other County space needs by utilizing available space
on the former Jail floor. Possibly at
the February meeting, the committee could discuss that issue. Mr. Fanton noted that DPW Maintenance will be
moving up there until arrangements are made for them to go someplace else (the
Records Storage Needs:
Mr. Pullen asked if there was any way to use some of that
grant money for Court records storage needs.
Mr. Margeson stated that he didn’t believe we could apply for the grant
and then apply it back for the benefit of the state.
Chairman Crandall asked if the building would be climate-controlled
and if the plan would be to build a twin to the existing building. Mr. Roeske commented that they would just
update the same plan and build adjacent to the existing building. It was noted that the current building
sufficed for ten years, but approximately 20 percent of the contents had
accumulated prior to construction. Mr.
Margeson commented that Mr. Braack is very good at disposing of records that no
longer have to be retained, following the record retention schedule. Mr. Hopkins questioned the life expectancy of
a new building if the size is the same as the current one. Mr. Fanton asked how much we have accumulated
to go in the new building now. Mr. Margeson
said there wasn’t a lot, but there may be some in the basement of the Child Support
Collection Unit that needs a better space.
Mr. Pullen asked if the size should be looked at, as he’d rather do it right
once than to re-address it later. Mr.
Roeske will look into that in regards to the space available.
A
motion was made by Legislator Fanton, seconded by Legislator Benson and carried
unanimously to transfer $80,000 from the Record Management Reserve Account to a
Capital Account to construct a records storage building adjacent to the
existing records storage building at the
Attorney/Client Session:
A motion was made by Legislator Fanton, seconded by
Legislator Benson and carried to enter into an attorney/client session as
requested by County Attorney Thomas Miner.
Immediately following discussion, a motion was made by Legislator
Fanton, seconded by Legislator Benson and carried to end the attorney/client
session and return to the regular meeting.
Next Meeting: Wednesday, February 3, 2010 at 3 p.m.
Adjournment: The
meeting was adjourned at 4:15 p.m. following a motion made by Legislator Fanton,
seconded by Legislator Benson and carried.
Respectfully submitted by
Adele Finnemore, Journal
Clerk