City Council Special Meeting

Star City Council Meeting Minutes October 24, 2006 A special meeting of the Star City Council was held on October 24, 2006 at the Star Fire Station. Mayor Nathan Mitchell called the meeting to order at 6:00 pm. Roll Call: Councilmen Chad Bell, Tom Erlebach, Dustin Christopherson, and Councilwoman Tammy McDaniel were all present. Approval of Agenda: Erlebach moved to approve the agenda, Bell seconded the motion. All ayes: motion carried. New Business: City Hall Contract – The Mayor explained this meeting was called to discuss construction of the new City Hall. He pointed out that when they began this project it was estimated to cost $1,500,000.00. The breakdown of costs came in at $2,175,024.00; $675, 024.00 over estimate. Council will need to decide what is in our price range, what can be eliminated, and what should be approved. It appears the Council has three choices (1) don’t build because it exceeds the original estimate, (2) build as specked out, or (3) take these specs and reduce something in the construction. Clayn Sonderegger, Benchmark Construction, stated the structure is one component of 9,200 square feet. It can’t be changed except to reduce the square footage; which later could cost more to add on. Some finishing items could be changed, and it then becomes an opinion of what you can live with and what you can eliminate. Keith Randall, Benchmark Construction, pointed out that not much can change with the site. It would be possible to change the masonry; to use stamped concrete instead of the two kinds of pavers proposed. They could possibly eliminate some of the metal, which is labor intense. If they were to change to a sandwich panel ceiling there could be an estimated savings of $75,000.00. Sonderegger pointed out all changes would affect the look of the building. Randall pointed out that looking at a snow roof could possibly save another $10,000.00. He stated they will need to look at the bottom line and see what can be pulled out; although, it would be quicker if they were to stay away from the structure. McDaniel asked if it will be possible to trim $600,000.00. Both Randall and Sonderegger stated it would be hard to do. They would probably need to cut a wing off the structure for that amount. Tad Jones, JJDS Architects, pointed out the original discussion did not include one of the wings and the upstairs was to be a shell. He felt they could save some the change in pavers. They could also consider changing to vinyl windows; although they would need to consider the life of the windows versus the cost savings. Jones also felt they could do the roof more cost effectively with the same energy rating. Bell stated he had understood that when they got to 1.5 million it would stop. It was hard to believe the cost of materials had gone up $600,000.00. 1 Erlebach asked what the site work entailed. Randall stated it included curb, gutters, asphalt, demolition, backhoe work, excavation, storm drains, landscaping and utility connections. Erlebach asked if there were any other foreseen costs, such as furniture. Jones stated the furniture costs were not included in these costs. Bell stated he understood this figure included everything but furniture. Randall stated that Div. #10 Specialties included signage, flagpole, lockers, window treatment, roll up doors, etc. Div. #9 Finishes would include counters, flooring, zip board, carpeting, special flooring, painting, etc. Erlebach asked what the exterior of the building was made of. Randall stated it was to be made of hardy plank and painted. Div. #6 Wood included all framing and the wood for both the inside and outside of the building. Bell asked if steel interior framing would be less than wood. Sonderegger stated that right now wood prices are down. Erlebach asked what the money difference would be between wood and metal framing. Sonderegger stated it would be a slight bump up; the cost difference is in materials. Bell stated they had talked about metal stud walls because it would be easier to move around and offered more flexibility. Sonderegger pointed out the concrete floors upstairs cost more but is more sound proof. The Council may not want to give it up with all the kids from the Y running around. Christopherson pointed out they had been estimating $130 to $160 a square foot for construction. The Mayor pointed out that concrete costs have drastically gone up – for curb and gutter it had almost doubled. Sonderegger stated that concrete prices are up but had stabilized in the last month. The Mayor asked how much they could build if they were to build bare bones. Randall pointed out that there is over $100,000.00 for electrical alone, including inside and out, and the parking. Sonderegger stated that a large chunk of the electrical is tied up in the alarm system that is now required to be installed because of the Y going in. It is roughly $30,000.00 over the cost of a regular alarm system. The system gives voice notice to exit the building. Randall pointed out that all wiring has to be enclosed in conduit which adds to the cost. Discussion was held regarding ceiling options; whether to go to grid and panel or stay with the open ceiling with the tresses, mechanical, and wiring showing. Jones pointed out that for the look they are trying for the grid and panel would not work. They could consider changing the powder coating to the railing and changing the stairs. Mayor Mitchell pointed out that due to the various public opinions, no matter which way they go it will be wrong. Bell stated he felt they needed to find a way to cut cost, but not necessarily to the bare bones. He would like to see options and price tags for finishing touches brought before the Council for approval. Bell feels they need specific numbers put in front of them in order to make some choices; not sure they can spend 2.1 million dollars. The Mayor pointed out that today’s budget doesn’t have all the cash on hand, but we could have it by the end of the year. We could look at putting this out to the public for a 30 year bond; which would tie the money up for a long term. 2 McDaniel asked how long the YMCA is committed to using the new building. The Mayor explained they are committed as long as the City lets them. We are in discussion with Eagle, Emmett, and Middleton for a regional YMCA; but this won’t happen overnight. Bell stated he is concerned with putting the contractor and architects in a tough situation. They could be spending more time and money redoing plans then we save. He feels if we spend the full amount we will not be able to put in the swimming pool at Blake Park this year. Mayor Mitchell asked how much could be saved if they only did core and shell – no finish work. It would be a big box with heating and electric only; no countertops or other finish work and no finish for the YMCA. Sonderegger stated it could possibly be around $180,000.00. The Mayor asked about the possible savings in not putting in the Y and removing the west wing. It was felt around $250,000 a wing. The Mayor pointed out that if they take this to the public for a bond the earliest it could happen would be February or May. We would not have the contractor start work until the bond had passed. The Mayor pointed out four choices to be considered, (1) build as is and no pool, (2) approach the YMCA about helping to fund, (3) seek public funding, and (4) don’t build a wing we can’t afford. Mayor Mitchell asked for comments from the public. Vicki Miller stated she would like the City to look at building City Hall without the YMCA. Citizen never stated name. He stated that his position would be to go back and downsize or have the YMCA contribute. Bell would like to request they look at getting costs down to finishing. The Mayor stated he would like to see something in the medium range, still having some quality versus going right to the lowest end. Bell stated he does not want to go to bond and incur debt. While he doesn’t want to be shortsighted and build too small, he would like to proceed within the budget. This may mean putting off the swimming pool. Bell recommended having Benchmark and JJDS Architects evaluate where we can cut to save and having the Mayor approach the YMCA to help with funding. The Mayor stated we hadn’t promised the Y anything, just that we were working towards having them here. Bell stated he would like to get City Hall done and possibly having the YMCA come in before putting in a pool; which could go in next year with park impact fees. It might be possible to complete the upstairs without any walls; leave it open. Karma Jones, JJDS Architects, pointed out they probably couldn’t go without walls as they need to separate the age groups of kids. Christopherson stated he would like to make another suggestion of looking at dropping the west wing and doing a shell core upstairs. This would cut costs significantly, but would eliminate the YMCA. The Mayor stated he believes it will be hard to cut more than 150 – 175 thousand dollars without cutting the square footage. Vicki Miller suggested the City should spec out what the City needs are and forget about the YMCA. The Mayor reiterated they are looking at three options, (1) reducing finishes, (2) approaching the YMCA for money, and (3) reducing the square footage. Tad Jones suggested a fourth 3 option of looking at building out the west wing as a shell as a lot of the utilities are tied into it. If they do not build it, they will need to look at redesigning a lot of things. The Mayor asked if these options were sufficient guidance. A citizen from the audience stated he didn’t see the park as much of one as there were no restrooms and a tree keeps falling over. He would like to see some money spent on the park. McDaniel asked if anyone had an opinion on the importance of having the YMCA. Heidi Skerratt stated she would rather the City stay within their budget. She saw the YMCA as being only a daycare and having no adult services. The Mayor pointed out there would be some after school programs and adult fitness programs. This would not be a big enough facility for a full service Y. Christopherson asked if the City would need to go back out to bid if they make changes. Legal Counsel, Paul Fitzer, stated if they were to scrap everything and start over they would need to. But if it stays within the present grid he doesn’t believe the City would have to go back out to bid. The Mayor stated they would not be breaking ground until the contract is signed. He will need to find out what role the YMCA will be playing in this and then will schedule another meeting. He would hope to have some answers from the YMCA within the next ten days. Christopherson stated he would be willing to hold special meetings as he does not want this to stretch out. Mayor Mitchell stated he would try for having an answer for the November 14th special meeting. Adjournment: Christopherson moved to adjourn the meeting, McDaniel seconded the motion. All ayes: motion carried. The meeting was adjourned at 7:20 pm. Respectfully submitted: Approved: _____________________ ______________________ Kathleen Hutton, Deputy Clerk Nathan Mitchell, Mayor 4