Building Projects Committee Meeting Minutes

DATE: January 24, 2008

PRESENT: Paul Endres, William Higgins, Tommy Lee Bychinski, Virgil Hartje, Joan Fordham

OTHERS PRESENT: Jeri Zuber, Fred Poehlerf, Barbara Gunderson, Kathy Schauf, Vance Forrest, Marty Krueger, Tim Stieve, Bill McClary, Kerry Beghin, Alene Kleczek, Media

1. Called to order at 10:30 a.m. by Paul Endres. The open meeting law requirements were met.
2. Motion by Bychinski, second by Fordham to adopt the amended agenda.
   Motion carried.
3. Motion by Hartje, second by Higgins to approve the minutes of the last meeting.
   Motion carried.
4. Update on Schematic Design. Discussion centered around enclosing the "central park" area that is in the center of the building and other options. Issues associated with building the roof were discussed and those include: the need for sprinklers, heating and cooling, rooms that would require emergency egress, landscape costs, cost for covering space, etc. Any resident rooms that are next to the space need to have access to fresh air through a window and so a waiver would have to be sought from the state before we can move forward. Waiver may need to be renewed yearly and rules may change as time goes on. Estimated cost for covering would be $1.3M - $1.6M. Another alternative discussed was moving of some rooms so that no rooms faced the area. This would eliminated the need for a waiver however additional space would have to be added to the design. Estimated cost of covering this central park area would be $2M - $2.5M. Discussion followed. Suggestion was made to put small sunrooms on the end of each neighborhood or enclose smaller portion of the central area. Roof options were also discussed. Health benefits of natural light were discussed as well as cost of landscaping and maintaining the atrium like area.
5. Budget was discussed and at this point we are on budget. The outbuilding has been added to the cost of the building project bringing the total to $13.05M. Tim is working on getting final numbers regarding utilities etc., but still are on target. We do not have money in the project budget to cover the cost of covering the central park area so would have to be donations only. Marty indicated that every significant add-on to the building cost, jeopardizes the final acceptance of this project. Even if the project would be financed totally by donations, the ongoing costs for maintenance or heating/cooling are still a big consideration. Covering the central park area would not have an effect on our LEED certification. The Committee decided to drop the possibility of covering the central park area for budget as well as other concerns.

   Question asked regarding our possible return on investment if we went for a higher LEED certification. Architects will run the report and attempt to get the report to this committee before February 11th so it can be included in the county board packet which is sent out.

6. Vance Forrest of Aegis Corporation presented information regarding Owner Direct Insurance Purchase for this project. All of our other building projects have utilized this process and have been very successful. Under an ODIP, the Owner purchases the Worker's Compensation for all contractors and subcontractors on the project. The Owner is responsible for purchasing the Builder's Risk Insurance for the project. Goal is to make the project as safe as possible which means no injuries. The money that is not spent on claims is returned to the county. Project Safety Coordinator would be Vance and Tim. Each contractor has to identify a safety contact person and they are responsible for the safety of their own company. Some concern was expressed regarding specifically identifying the person responsible for the safety of the project especially where the bid document is concerned. The information will be specifically spelled-out. Will have a resolution prepared for this committee at the next meeting for approval.
7. FFE (Furniture, fixtures and equipment) was discussed. Horty Elving can provide that service and a proposal was received from the company that worked on the law enforcement center. Their cost was $4,500 for the entire project. Tim indicated that the law enforcement center project was positive and they did a good job. Horty Elving's cost would be 6.9% of whatever the total FFE is. Decision was tabled until next month when representatives of each company will be asked to discuss proposals. Also would like information about their experience working with health care facilities. HCC Staff are assessing currently used items for possible use in the new building.
8. Timeline was discussed. One thing that may be an issue is to make sure we have enough bid period time. This would ideally be about one month. Would like to move in the fall of 2009, hopefully before it gets too cold. Chairman Krueger suggested having a special county board meeting on June 26th for discussion of bids. He will bring it up for consideration at the February meeting. Architects will work with the bid issue date to make sure enough time is allowed for the contractors.
9. Discussion was held regarding a request from Sauk County Housing Authority to further develope the new Health Care Center property. Chairman Krueger and others held meetings with the Sauk County Housing Authority and a developer who is interested in developing one of the other pieces of the Continuum of Care on the new campus. The question becomes which committee is responsible for overseeing the future development of the continuum of care. After discussions with several individuals it became apparent that the county is not ready to move forward with this decision. The Continuum of Care Committee will probably be charged with overseeing this development. At some future date the full board will have to make the decisions regarding development. The issue will be further discussed at Property and Insurance Committee.

   Next meeting will be February 28, at 8:00 a.m. in the EMBS conference room.

10. Motion by Higgins, second by Hartje to adjourn.
    Motion carried.

Respectfully Submitted: Joan Fordham, Secretary