CAPITAL IMPROVEMENTS COMMITTEE

200 E. Wells Street City of Milwaukee Milwaukee, Wisconsin 53202 Meeting Minutes CAPITAL IMPROVEMENTS COMMITTEE ALD. NIK KOVAC, CHAIR Ald. Robert Bauman, Ald. Michael Murphy, Ghassan Korban, Martin Matson, Mark Nicolini, and Mariano Schifalacqua Staff Assistant: Linda Elmer, 286-2231 Fax: 286-3456, lelmer@milwaukee.gov Fiscal Planning Specialist: Kathleen Brengosz, 286-3926, kbreng@milwaukee.gov Wednesday, November 27, 2013 9:00 AM Room 301-B, City Hall 1. Review and approval of the minutes of the October 22, 2013 meeting. Meeting convened: 9:07 A.M. All members present, with Aaron Szopinski sitting in for Mark Nicolini Ald. Kovac discussed the Committee’s letter to the Finance and Personnel Committee regarding the 2014 Proposed Budget. He said that he believes the Committee’s recommendation influenced the increased funding for the Housing Preservation Fund and helped maintain funding for the High Impact Street Program. Mr. Schifalacqua moved for approval of the minutes. There were no objections. 2. Presentation of the Police Department Condition Report. Individuals present: John Ledvina - Finance Director, Rick Moore - Facilities Manager and Sean Schutten - Dept. of Public Works Facilities Mr. Ledvina said that the Police Department (MPD) has 16 facilities, 12 of which the City owns and four that are leased. The City-owned facilities have approximately 670,000 square feet, an average age of 50 years and a gross value of $180 million. The Police Administration Building (PAB) and the District 3 Communication Center are the largest facilities. Mr. Ledvina said that MPD has been working with DPW to evaluate the condition of their buildings and to assess capital needs. Mr. Ledvina said that the PAB is undergoing a major renovation, with Phase I being completed in fall 2013. Phase II construction will begin in early 2014. Construction on Phase III, which is currently being designed, will begin in late 2014. The total project cost is expected to be just under $60 million. Mr. Froh asked if data and communication work was included in the project. Mr. Moore replied that data closets are being constructed on each floor and that data pathways are being established between the floors in the new plumbing chases. Mr. Moore said that the department worked with the Dept. of City Development (DCD) to evaluate downtown buildings that could accommodate District 1 and two buildings were identified as workable. Estimates for building modifications were between $3 million and $3.5 million and the estimate did not include leasing costs. He said that if the district is going to be relocated, the department would need a preliminary budget in order to evaluate the feasibility of the move and to make timely lease decisions. Ald. Bauman said that although the physical presence of a police City of Milwaukee Page 1 CAPITAL IMPROVEMENTS Meeting Minutes November 27, 2013 COMMITTEE station can spur economic development, the time to make that decision was before a commitment was made to spend $58 million renovating the existing PAB. He said he could not support additional expenditures to move District 1 out of the PAB. Ald. Kovac agreed that the cost of moving District 1 out of the PAB was difficult to justify when the marginal cost of leaving the district at its current location is relatively small. Mr. Ledvina discussed the District 3 parking structure which is in need of repairs. He said the whole top deck needs to be replaced and that the preliminary cost is $2 million. He said the repairs are moving forward ant the City Attorney is working to receive reimbursement from the contractor. Mr. Moore added that the City’s claim was filed within the 10 year project warranty and that notices have been sent to the contractor and all associated parties. Mr. Schutten presented the updated six year and 20 year plans. He noted that the PAB is tracked separately from other capital needs because of the size of the project. He said that proposed projects that were not funded receive separate backlog analysis to establish their priority relative to other current needs. He said that 2015 was always designed as a low year because of the anticipated need for parking structure funding. Mr. Ledvina discussed the vehicle component of department’s physical assets. He said there are 825 vehicles in the fleet; 160 support vehicles, 6 boats, 34 prisoner vans, 55 motorcycles, 130 un-marked squads and 335 marked squads. He said that the replacement value of the fleet, excluding support vehicles, is $30 million. Mr. Ledvina discussed the progress on the replacement of the department’s records management system (RMS). He said responses have been received from several vendors and by the end of the year three vendors will be chosen to provide demonstrations of live data and scenario testing. He said that the evaluation team will include subject matter experts from across the department including booking, jail management, and RMS, with an estimated cost for the system of $7 million. Mr. Schifalacqua asked for an update on the Safety Academy. Mr. Moore said that the department is developing a plan to relocate Internal Affairs, which is currently located in the Safety Academy, within the next three years. The department anticipates requesting funds in 2015 or 2016 for a comprehensive assessment of the site including the Grey’s Academy property to develop a master plan for how the Safety Academy would be utilized. Mr. Korban asked if the Police department found DPW’s FCAP system and personnel to be helpful and efficient for the evaluation of the department’s buildings. Mr. Moore replied that because MPD has a relatively small facilities department, access to DPW’s system and their personnel has been beneficial for the department. Ald. Kovac asked how many departments use the FCAP system. Mr. Schutten said five. Ms. Brengosz asked if a schedule has been developed to maintain the building condition assessments. Mr. Schutten said that financial updates would be done annually. He said that because of the size of the Police department’s inventory, it would be better to physically evaluate all the buildings in one year instead of doing one or two each year. 3. Presentation of the Fire Department Condition Report. Individual present: Dale Schwark - Construction and Maintenance Mr. Schwark said that the department maintains 41 facilities; 35 fire stations, a repair facility, a training facility, a pump testing facility, the tower and the fire education and historical museum, with an average building age of 58 years. He said the tower will be inspected Dec ember 19th. Mr. Schwark said the department uses Manager Plus to track building condition and to develop major capital replacement schedules. He said that the department will be working with the University of Chicago to conduct an operational study of the department; the long term operation of the department will dictate the building assets that will be required in the future. It is anticipated that City of Milwaukee Page 2 CAPITAL IMPROVEMENTS Meeting Minutes November 27, 2013 COMMITTEE the study would be completed within six months. Mr. Schwark said that capital expenditures in 2013 focused on roof repairs. He said that five roofs were completed in 2013 and five more are planned for 2014. Mr. Schwark discussed the apparatus floor study. He said that three stations required shoring to support the apparatus parking floor. He said that Engine 6 was finished two weeks ago, Engine 34 was finished this week and Engine 7 will be done by next week. He said that all of the floors are now up to code. He also said that there are nine other stations that have basements below apparatus floors. Mr. Schifalacqua asked if the shoring was a temporary measure. Mr. Schwark said yes. He said that decisions about permanent repairs will be made after the department completes the long term asset plan. Mr. Schwark discussed the installation of auxiliary generators. He said that Engine 21 is now complete and that Engine 8 and Engine 24 should be completed by the end of the year. He said the department anticipates installing one generator a year until the remaining stations are complete. He added that the easiest installations were done first and the remaining stations are more complex. Mr. Schifalacqua asked if the Fire Department will be working with DPW to ensure that condition data is consistent. Mr. Schwark said that DPW has assisted the department with streamlining projects and that he will be meeting with Mr. Schutten to discuss the condition reports. 4. Presentation of the Health Department Condition Report. Individuals present: Yvette Rowe - Business Operations Manager and Bob McCann - Facilities Manager and Sean Schutten - Department of Public Works Facilities Ms. Rowe said that the Health Department utilized DPW for their assessment and their condition data which is now in the FCAP database. She noted that while the department maintains three health centers, the FCAP report separates the garage at Northwest as a separate facility. She said that the Health Department has made significant capital investments in roofs, boilers and other structural components of the buildings and that the FCAP analysis confirmed the department’s previous, informal assessments that the buildings were being well maintained. Ms. Rowe discussed the six year plan for each building. She said that there is work that will need to be done in the coming years but that there is no deferred maintenance at the health centers. She said that she would like to do projects that will increase the energy efficiency of the buildings especially at Keenan and Southside where it can be challenging to maintain consistent temperatures. Ms. Rowe said that there are two anticipated expenditures that will push the FCI out of the “good” range if they are not funded. The first is the installation of a sprinkler system at Keenan and the second is the replacement of the garage roof at Northwest. Ms. Rowe said that after discussions with DPW it was decided that the Health Department would include expenditures for the lab located on the 2nd floor of the Zeidler Municipal Building (ZMB) in the Health Department budget. She said that the lab is isolated from the rest of the ZMB and has different maintenance needs. She said a number of projects have been identified as well as ongoing maintenance of the HVAC system. Mr. Schifalacqua asked if the department anticipated capital requests for lab equipment. Ms. Rowe said no. She said that the Health Department has received Homeland Security grant funding and has updated much of its lab equipment. If grant funding were to become unavailable, capital funding may be needed in the future to replace lab equipment. She added that grant funding was used to purchase the two large generators for Northwest and Southside. She said that grant funding also supplements office furnishings and remodeling repairs that are required to support grant funded programs. City of Milwaukee Page 3 CAPITAL IMPROVEMENTS Meeting Minutes November 27, 2013 COMMITTEE 5. Presentation of the Milwaukee Public Library Condition Report. This matter was taken up first on the agenda. Individuals present: Paula Kiely, Library Director and Wayne Wepking , Web Director Mr. Wepking said that the primary source of information regarding building inspection and repairs is the Milwaukee Public Library (MPL) staff reports. He said that the building automation systems are monitored by computer and are largely focused on the heating, ventilating and air conditioning (HVAC) systems. MPL has developed an internal work order system to authorize and track repairs. Small projects are done by staff while larger repairs or more technical repairs are perforemed by outside contractors. Preventative and scheduled maintenance is done throughout the year. He said that MPL uses a database to track facilities and industry-accepted service lives to estimate replacement needs. Mr. Wepking said that the Central Library built in 1898 is the oldest library. He said that additions were added in 1912, 1914 and 1957. He said there are three general age groups for the branch libraries; buildings constructed in the 1960’s, buildings constructed in the late 1980’s and the mixed use facilities that are currently being constructed. Mr. Wepking said that major upgrades on many of the branch library chillers were postponed because it was thought that some of the older buildings would be retired as part of the proposed facilities plan. Ms. Kiely said that that Capitol, Mill Road, Martin Luther King and Forest Home libraries are all scheduled for replacement. Mr. Wepking said that in 2014 Tippecanoe will be renovated and exterior work will be done at Center Street. He said that East Library is currently under construction. Ald. Kovac said that he was glad that a plan to address deferred maintenance at the branch libraries is finally moving forward. Mr. Schifalacqua asked if MPL was using a system similar to the one used by the Dept. of Public Works (DPW). Mr. Wepking said that MPL currently uses a database system, but he has met with DPW, reviewed examples of their reports and is working towards using a similar structure. Ms. Kiely said that she would provide the 35-year schedule of maintenance to the committee. 6. Set 2014 calendar of meeting dates Mr. Schifalacqua assumed that April 3 and 7 will be all-day meetings. No members objected to the calendar. 7. Set next meeting agenda Meeting adjourned:10:30 A.M. Linda M. Elmer Staff Assistant City of Milwaukee Page 4