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HomeMy WebLinkAbout1998 Minutes JBA 1C-\c1 � . , tet 01c, � I � L) 6-0- MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM : u' L b JOINT BUILDING AUTHORITY LA SWIG CITY CLERK' 1"Floor Conference Room December 4, 1998 Grady Porter Building Friday, 1:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 1:43 p.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Mary Lannoye, Robert Swanson. Others Present: Jody Kranz,Circuit Court;Peter D.Houk,Chief Judge Circuit Court;Jean O'Hagan, Ingham County Friend of the Court; Ken Pierce, Ingham County; James Smiertka, City of Lansing- Law Department; Teri Cook, City of Lansing- Finance; John Clark, Randy Jobin, Clark Construction;John Meyer, WTM Architects It was moved by Robert Swanson,supported by Mary Lannoye to approve the minutes of October 2, 1998. Motion passed unanimously It was moved by Mary Lannoye,supported by Robert Swanson to approve the minutes of September 28, 1998. Motion passed unanimously. John Clark, Clark Construction and John Meyer, WTM Architects were present to give a status report on the Consolidated Court Facility Project plans. Discussion was held. The Authority asked that John Clark and John Meyer be present at the January 8,1999 meeting with the cost of the changes to the plans on the Grady Porter Building. Discussion was held regarding available parking. Robert Swanson was to look into availability of parking spaces in the South Capitol Ramp. It was moved by Mary Lannoye, supported by Robert Swanson to pay the invoice for Architectural Services and Reimbursable Items from Wigen Tincknell Meyer&Associates for $8,390.00. Motion passed unanimously. The Authority reviewed the RFP for the Bond Counsel,Underwriter and Financial Advisor. The Authority agreed to proceed with the RFP for Bond Counsel and Financial Advisor. Minutes of City of Lansing/County of Ingham Joint Building Authority December 4, 1998 Page 2 It was moved by Robert Swanson,supported by Mary Lannoye to approved the schedule of meeting dates for calendar year 1999. Motion passed unanimously. The Authority read and placed on file all communications received. James Smiertka informed the Authority that the contracts have been split with the Grady Porter Building being the County's responsibility and the others will be the Joint Building Authority. The Authority has a contract with the Architect. The Architect is the Authority's agent. There is a separate contract with the Construction Manager. All subcontracts will come into the Authority for approval and it is the Authority's responsibility to track the budget. James Smiertka suggested that during construction that the Authority appoint a Project Representative. There will be times when the architect issues field orders,and the Authority may not want to meet everytime one of these occurs. James Smiertka suggested that the Authority may want to consider by resolution giving the Authority's Project Representative authority up to a set dollar amount to authorize field orders. The Authority would then ratify this action . James Smiertka stated that the contracts will be ready for the January 8, 1999 meeting. The meeting adjou ed at 3:10 p.m. Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM, - JOINT BUILDING AUTHORITY t 1"Floor Conference Room '.''f lSiL U c , 1998 Grady Porter Building Friday, 1:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 1:40 p.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Mary Lannoye, Robert Swanson. Others Present: Jody Kranz, Circuit Court; Peter D. Houk, Chief Judge Circuit Court; James Giddings,Judge Circuit Court;Todd Boyd,Circuit Court Probation;Jean O'Hagan, Ingham County Friend of the Court; Ken Pierce,Ingham County;James Smiertka,City of Lansing- Law Department; Teri Cook, City of Lansing-Finance. It was moved by Mary Lannoye,supported by Robert Swanson to approve the minutes of August 12, 1998 and September 21, 1998 as revised. The minutes of September 28, 1998 were tabled until the next meeting. Motion passed unanimously. Public Comments for Items on Agenda: Judge Giddings was present and voiced his concerns and problems regarding the temporary court facilities. He felt this reflected upon the firm of Wigen, Tincknell, Meyer & Associates who were involved in planning for the temporary facilities. The Board acknowledged Judge Giddings' concerns. The Board acknowledged a communication received from CHMP regarding the RFP process. Ken Pierce informed the Board of the results of the reference check on Dan Wiley & Associates. Comments were very favorable. Jim Smiertka suggested that when a recommendation is received that indicates a particular person in a firm is preferred, that person be specified in any agreement that is executed. Jody Krantz informed the Board of the results of the four contacts she made on the background check on the firm of Dan Wiley&Associates. Comments were very favorable. Ken Pierce reviewed the memo that he had sent to the Board members regarding the revised fee schedule for the Christman Company. Ken Pierce stated that they have amended their proposal but is still a$300,000 difference between the two. Also,they have Minutes of the City of Lansing/County of Ingham Joint Building Authority October 2, 1998 Page 2 stepped out of the boundaries of the original RFP which qualified this proposal by saying that they are not going to be held to the penalty structure if they do not meet the time limits. They want to reduce their insurance requirements. They are reducing their fee by reducing their cost. Further discussion was held. It was moved by Robert Swanson, supported by Mary Lannoye to enter into negotiation of a contract with Wigen, Tincknell Meyer & Associates/Clark Construction with Dan Wiley personally and significantly involved. Motion approved unanimously. Discussion was held regarding the bond issue. The Board agreed to proceed with the RFPs for bond counsel, underwriter and financial advisor. The meeting adjo ned at 2:30 p.m. Zk Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY SPECIAL MEETING L ;I v Is�J Vt i I CLERK 1"Floor Conference Room September 28, 1998 Grady Porter Building Monday, 10:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 10:40 a.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Mary Lannoye, Robert Swanson. Others Present: Jody Kranz,Circuit Court;Peter D.Houk,Chief Judge Circuit Court;Ken Pierce,Ingham County Purchasing;Guy Sweet,ICEA Union;Kathaleen Price,Prosecuting Attorney; Elmer Diver, Adult Probation; John Green, City of Lansing Purchasing; Jim Hughes, Michigan Supreme Court; Teri Cook, City of Lansing- Finance. The team of The Christman Company and MayotteJacob Architects in association with Spillis Candela&Partner gave the first presentation. Those present were Howard Melton, Ronald Huck, Spillis Candela & Partners; Jay Smith, John Holmstrom, Jim Cash, Scott Jones, The Christman Company; Michael Mayotte, MayotteJacob. After the presentation, the floor was open for questions. Jerry Ambrose asked,"if the Board could visit one completed project which is most similar to this project,where would it be?" Howard Melton stated," that in terms of size it would probably be the Anne Arundel County Courthouse in Annapolis, Maryland." Mary Lannoye asked," if they have a consultant for security that is separate from the firm. How do they work together?" Howard Melton stated, " that if the Board wants a state of the art security system that is electronic and computer driven a security consultant does that. If you don't need that level of automation in your security, then we can do the security with an electrical engineer." Robert Swanson stated," that the project budget is a tight budget. Are you confident that the figure you proposed of $17,500,000 can be achieved on this project." Jay Smith indicated that the budget can be achieved with constructive design and a good interactive team. He also talked about their service costs coming down a fair amount. Minutes of the City of Lansing/County of Ingham Joint Building Authority Special Meeting- September 28, 1998 Page 2 Judge Houk stated, " that you have an extraordinary aggressive design phase. How can you educate my judges in that short design phase. Howard Melton stated," that what the programmer can do is go over with you what your docket is and what your past experience has been in terms of the kinds of trials that historically have come to you. We have an array of courtroom layouts that can illustrate to you how certain trials can be conducted." James Hughes asked, "among budget,user input,and size of courtroom,what criteria do you use to resolve differences between the funding unit and the users?" Howard Melton stated, " the first would be the size of the courtrooms needed to conduct the process that is programmed for that courtroom. Later on we deal with the finishes in the courtroom. You have to have enough room in the courtroom." Jody Krantz asked, " whether any thought has been given to asbestos in the existing building." Howard Melton stated that they were aware that the 4ffi floor has asbestos fire proofing. They would go through a bid process for companies that specialize in that type of work. "We would either move the employees to another location or out of the building altogether. We have a lot of experience in sequencing construction where there are abatements that have to take place." He also suggested that a building evaluation be done. Kathaleen Price asked about security for employees during construction? Jay Smith stated, that they would develop a site access plan that identifies how they will organize the site fencing in order to isolate the construction from the building users. Ken Pierce asked,"if he would receive a new pricing schedule and would the new schedule directly relate to the new 25 month schedule. Jay Smith stated, "that we can't propose a schedule that overlaps design, construction and renovation without a basis for that plan. We need to work within that basis." John Green asked, " if they have investigated the union contracts that are up during that time and would they have any effect on the building trades?" Jay Smith stated that they monitor skilled trades and labor agreements annually. They are very familiar with the agreements and the issues, and don't anticipate any big problems. Minutes of the City of Lansing/County of Ingham Joint Building Authority Special Meeting-September 28, 1998 Page 3 Jerry Ambrose asked, "how is technology addressed in your process?" Howard Melton stated, "that it is a linear decision making process. We can explain to you the state of the art and can have a consultant come in to help. You make the decision on where you want to put the money." Robert Swanson stated,"that this is a tight construction site. What are your initial thoughts on staging the construction?" Scott Jones stated, " that they would need a site utilization plan. At this time, we don't how much space he will need." Judge Houk asked, " if they had any thought on how Mason integrates into all this?" Jay Smith stated,"we haven't spent much time but we will need to get into more detail during the programming stage." Judge Houk asked, "when would the decision need to be made on how the building is to be placed on the site?" Howard Melton stated, "within the first month." Jerry Ambrose stated,"that in your proposal you expressed a concern that the budget was extremely tight. You went to the trouble of giving us a courthouse construction cost summary all of which exceed the per square foot cost our project is based on and now you have come in and said no problem." Jay Smith stated, "that he doesn't mean to say no problem. What he is saying is that it is a challenge and will take a lot of work but we can do it." Robert Swanson asked about the dignity of the courthouse exterior. "What do you envision for the face of the building?" Howard Melton stated he didn't think it would be limestone due to the budget, but rather a high quality brick with some accents. Jerry Ambrose asked, "would Howard or Ken be present to work with the courts?" Howard Melton stated, "that both he and Ken will lead this project on the design side." The meeting adjourned until 12:30 p.m. Minutes of the City of Lansing/County of Ingham Joint Building Authority Special Meeting-September 28, 1998 Page 4 The meeting reconvened at 1:30 p.m. The team of Wigen Tincknell Meyer/Clark Construction/Dan Wiley&Associates gave the second presentation. Those present were John Meyer,Wigen Tincknell Meyer;John Clark, Jim Venton, Clark Construction; Dan Wiley, Dan L. Wiley & Associates. After the presentation, the floor was open for questions. Jerry Ambrose asked the team,"to name the one completed project most similar to this on which Dan Wiley&Associates was primarily involved." Dan Wiley stated,"that there was an excellent facility in Arlington, Virginia." Mary Lannoye asked Dan Wiley about operational analysis of the courts workflow. "Is that a step further,than just figuring out who goes where and security?" Dan Wiley stated, "that is a package of his standard services. In addition to court facility planning, he also performs court operation studies." Mary Lannoye asked,"whether there is technology relating to security that may have more cost up front but less cost operationally?" Dan Wiley stated,"that there are a lot of options available." Robert Swanson stated, "that in the presentation you referred to a dignified structure. Could you elaborate a little bit about what you mean by dignified and given the project budget what can we expect, for example, on the exterior?" John Meyer stated that, "the building would have comparable stone masonry or precast stone. But yet, it would not have a lot of fancy detail. The present building doesn't have a lot fancy detail but it is a building of quality. There needs to be a new entrance that's going to bring people in through a proper screening area and into a place where the majority of the people will be going to other parts of the building. That entrance needs to make a statement so people can find it by just looking at the building and I think that it is important that it have some kind of identity on it, such as a county seal." Minutes of the City of Lansing/County of Ingham Joint Building Authority Special Meeting-September 28, 1998 Page 5 Judge Houk asked, "what would happen to the old courtrooms if you moved them and used this building more as an office building." John Meyer stated, "they had considered locating all courtrooms in the new building." Dan Wiley stated, "that there should be equal judicial access to all litigation spaces. Judges should be able to get to any litigation space without going into the public circulation or through anybody's office." Jim Hughes asked, "what criteria you use to make value engineering decisions?" Dan Wiley stated he hoped he would not have to face that question. "If we do have to cut,trim the standards slightly, understanding the trade offs. We can go back to questions of operation. Do we need to have a jury room for every courtroom? There are a whole range of things that could be looked at." Guy Sweet stated that he was there to represent the union,prosecutors,investigators,and bailiffs. "What role do you envision them having in the planning process?" Dan Wiley stated that he always liked to have the people who actually do the work have as great a role as possible. There is a practical limit in that they cannot to talk to everyone individually,but they can work on committees or work with a representative of the larger group. Ken Pierce asked, "whether locating the courtrooms in the new facility wouldn't provide the swing space that we want in this facility?" John Meyer stated that,"it was his thought all along that the 4`h floor become swing space. But that also means that the remodeling of this building would happen after the new one is done. That is something that needs to be looked at to see if it would work." Judge Houk asked Dan Wiley whether during the design phase he could demonstrate different size courtrooms and how space saved could be utilized to enhance court functions? Dan Wiley stated that more time can be allotted for programming. He would be happy to have group discussions with key judges and put options on the table. Jerry Ambrose asked, "how much Dan Wiley & Associates would be involved in the project?" John Meyer stated that, "he will provide whatever it takes to do the job right. We expect him to be onsite to meet with the users initially and expect him to come back and meet with them once more to walk through process and solutions." Minutes of the City of Lansing/County of Ingham Joint Building Authority Special Meeting-September 28, 1998 Page 6 Judge Houk asked about asbestos and how they would treat the asbestos abatement issue. John Meyer stated they will make sure that it is not an issue of concern for the occupants. Discussion was held after the team Wigen,Tincknell Meyer/Clark Contruction/Dan Wiley & Associates had finished their presentation. The Board agreed to have Ken Pierce look into the court facility in Arlington,Virginia. The Board was also concerned that the role of any court consultant be clearly specified in the contract. Ken Pierce was also asked to obtain a revised fee schedule in writing from The Christman Company. Theeetirr adjourned at 3:53 p.m. Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM" - JOINT BUILDING AUTHORITY.: ;'_;�,? 30 C SPECIAL MEETING L;''Ili,!SIi',G CITY CLERK V Floor Conference Room September 21, 1998 Grady Porter Building Monday, 3:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 3:33 p.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Mary Lannoye, Robert Swanson. Others Present: Jody Kranz,Circuit Court;Peter D.Houk,Chief Judge Circuit Court;Ken Pierce, Ingham County Purchasing; Helen Todd, Ingham County Purchasing; James Smiertka, City of Lansing- Law Department; Teri Cook, City of Lansing-Finance. Public Comments: Peter Houk, Chief Judge Circuit Court, asked that consideration be given on utilizing the existing space on the first floor. This would perhaps reduce the overall cost of this project. The Board met to review the responses to the RFP for Architect/Construction Manager for the Consolidated Court Facility. Ken Pierce, Ingham County Purchasing Director, stated that approximately 28 RFPs went out. There were six responses. Out of those six responses only 3 were responsive to the RFP due to oversight. Discussion was held on the responses. Robert Swanson, Secretary, asked Jim Smiertka, City Attorney, if the Board could comfortably waive certain aspects or oversights. Jim Smiertka reviewed the responses and indicated the Board could waive procedural irregularities. Discussion was held and all members indicated that based on their individual review of the six proposals that the proposals submitted by Wigen, Tincknell Meyer & Associates/Clark Construction and MayotteJacob/Christman Construction were superior to the other four proposals. It was moved by Bob Swanson, supported by Mary Lannoye to interview the teams of Wigen,Tincknell Meyer&Associates/Clark Construction and MayotteJacob/Christman Construction. Approved Unanimously. Minutes of City of Lansing/County of Ingham Joint Building Authority Special Meeting of September 21, 1998 Page 2 Discussion was held on the date to hold the interviews. The Board decided to hold the interviews on September 28, 1998 staring at 10:30 a.m. The meeting adjourned at 4:07 p.m. z,;- )/k4 Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority MINUTES OF THE CITY OF LANSING/CO UNTY OF INGHAIVI r JOINT B UILDING A UTHORITY A UGUST 12, 1998 ".' j i) ;°�`� MEMBERS PRESENT: Gerald Ambrose, Mary Lannoye, Robert Swath 4 CIi Y CLEFT MEMBERS ABSENT: None OTHERS PRESENT: Jennifer Eacker, County Controller's Office; Ken Pierce, County Purchasing/Properties Director; Jane Noice, County Purchasing/Properties Department; Jean O'Hagan, County FOC Director; Jody Kranz, Circuit Court Administrator; James Smiertka, Lansing City Attorney By mutual agreement, the meeting was called to order at approximately 2:00 p.m. in the first floor conference room, Grady Porter Building, Lansing. PUBLIC COMMENT: NONE 1. Election of Officers A. Chair: MOVED BY ROBERT SWANSON, SUPPORTED BY MARY LANNOYE, TO ELECT GERALD AMBROSE AS CHAIR OF THE JOINT BUILDING AUTHORITY. NO DISCUSSION. MOTION PASSED UNANIMOUSLY. B. Secretary: MOVED BY MARY LANNOYE, SUPPORTED BY GERALD AMBROSE, TO ELECT ROBERT SWANSON AS SECRETARY OF THE JOINT BUILDING AUTHORITY. NO DISCUSSION. MOTION PASSED UNANIMOUSLY. C. Treasurer: MOVED BY ROBERT SWANSON, SUPPORTED BY GERALD AMBROSE, TO ELECT MARY LANNOYE AS TREASURER OF THE JOINT BUILDING AUTHORITY. NO DISCUSSION. MOTION PASSED UNANIMOUSLY. 2/3. Adoption of Interim Bylaws: Jerry Ambrose suggested adopting interim bylaws, a draft of which were handed out at the meeting. Discussion held on quorum and discussions outside meetings. Two (2) officers in attendance will be considered quorum. Discussion was held on the meeting schedule for the Bylaws. Meetings will be held on the first Friday of each month, at 1:30 p.m. in the Grady Porter Building Conference Room. MOVED BY ROBERT SWANSON, SUPPORTED BY MARY LANNOYE, TO ADOPT THE INTERIM BYLAWS. NO DISCUSSION. MOTION PASSED UNANIMOUSLY. 3. Adoption of tentative meeting schedule and place: Deferred to later in the agenda. City of Lansing/County of Ingham Joint Building Authority August 12, 1998 Minutes Page two 4. Acceptance of Project: Two documents were handed out by Jerry Ambrose: 1) Project Summary and 2) Agreement Between County of Ingham and City of Lansing, Michigan for Construction, Operation and Maintenance of a Consolidated Courts Facility. Bob Swanson indicated that he believed the project summary looked accurate. Jerry Ambrose indicated that the members of the Authority received copies of the Agreement Between County of Ingham and City of Lansing, Michigan for Construction, Operation and Maintenance of a Consolidated Courts Facility, copies of the Project Summary which he prepared, and copies of the resolutions passed by the City and the County establishing the Joint Building Authority and making the appointments to the Authority. The Authority understands from these documents that its charge is to proceed to construct a building, the cost of which is not to exceed $17.5 million, and to be completed and occupied no later than June 30, 2001. Bob Swanson indicated that he believes the only thing missing from the summary was the information on the State's involvement; Mary Lannoye indicated it is in the Agreement. The Project Summary and the Agreement were received and placed on file. Mary Lannoye asked that the parking for the facility be clarified, and if a parking ramp had been considered. Jerry Ambrose indicated that it had been discussed, however, it would cost another $4 million. The agreement arrived at was that the City will make available the required number of spaces for building usage. There will also be parking problems during the building construction because spots currently available for the building will be used during the construction for the contractors, etc. The County will be leasing spots from the City; the lease costs will then be used toward the operation and maintenance of the City ramps. 5. Selection of Project Vendors: B/C. Architect/Construction Manager Jerry Ambrose informed the Authority that the selection of the Construction Manager and the Architect was most important due to time constraints. Ken Pierce, Director of Ingham County Purchasing & Properties Department addressed the Authority. He reviewed the draft RFPs which were in the members' packets. He is recommending that since we have a budget, a preliminary design, and an established deadline, a form of design and build concept be used, with one RFP issued. The RFP would be based on the drafts submitted to the Authority, and would indicate that joint proposals for architects and construction managers would be solicited. However, there would be separate contracts with the architect and the construction manager each, with both working directly for the Joint Building Authority. He also recommended a very stiff penalty for non-performance, which would be shared equally by the CM and the architect. He City of Lansing/County of Ingham Joint Building Authority August 12, 1998 Minutes Page three suggested, for example, that failure to meet the completion deadline would incur a$5,000 per day penalty, plus the monthly costs of the leases and operational expenses at Dimitri's, the County Annex and Town Center. The target for bid award is early October 1998. There was discussion of alternative approaches to design and construction services, including hiring an architect and getting bids for a general contractor; or using a design and build approach with a CMH hiring architect. Mr. Ambrose asked if the recommended approach will result in receiving good proposals. Mr. Pierce indicated that several firms are interested in this project and the proposed approach. Mr. Ambrose also inquired if there was anything to preclude the same organization to submit more than one proposal utilizing different approaches. Mr. Pierce indicated that this will not preclude the contractors from bidding in different scenarios. He also indicated that he will want to see the subcontractor, interior design,jail/court security and the court facility consultant list. In response to questions regarding whether the time schedule or proposed penalties may result in lesser quality proposals, Mr. Pierce indicated that he did not believe so. He indicated that some consultants he has approached have indicated that they don't have a problem with the budget, and they don't believe the penalties are too high. Further discussion held. Mr. Ambrose indicated his support for accepting Mr. Pierce's recommendation for the issuance of an RFP. He also suggests that enough room be left in the RFP for consideration of other options proposed by a contractor/architect. Further discussion held. MOVED BY MARY LANNOYE, SUPPORTED BY ROBERT SWANSON TO AUTHORIZE THE INGHAM COUNTY PURCHASING AND PROPERTIES DEPARTMENT TO ISSUE REQUESTS FOR PROPOSALS FOR CONSTRUCTION MANAGER AND ARCHITECTURAL SERVICES ON BEHALF OF THE JOINT BUILDING AUTHORITY, PURSUANT TO MR. PIERCE'S RECOMMENDATION. DISCUSSION HELD: It was agreed that no RFPs will be sent out without legal counsel review from both the City and the County. Mr. Pierce provided a schedule: a pre-proposal conference will be held on August 28, 1998 at 9:00 a.m. at the Grady Porter Building. The proposals are due back September 16, 1998 at 10:00 a.m. The Purchasing and Properties Department will provide copies to the Authority for review and decide who will be interviewed from September 21 through September 25 and September 28 through September 30. The target date for awarding the contract is October 1, 1998. City of Lansing/County of Ingham Joint Building Authority August 12, 1998 Minutes Page four NO FURTHER DISCUSSION. MOTION PASSED UNANIMOUSLY. A. Legal Counsel Prior to the discussion of the legal counsel selection, Mr. Swanson indicated that he will be willing to have City legal counsel review the Authority matters until the selection is made. Mr. Pierce indicated that he will need to have the RFPs reviewed and returned to him by the pre- proposal conference on August 28th. Mr. Ambrose indicated that as soon as the documents are ready, they will be sent to both the City and County legal counsel for review. Discussion held on the hiring of legal counsel for the Authority, and on the question of whether there may be a conflicts with either the City Attorney or County Attorney representing the Joint Building Authority. City Attorney James Smiertka indicated that he has researched the issue due to a question from the City's building authority, and he found no case law. He requested an opinion from Miller, Canfield, Paddock& Stone, and they have indicated that there is nothing improper with the City Attorney's office representing a Building Authority. Mr. Smiertka feels confident based on those opinions that there is no conflict in this case for the Joint Building Authority to be represented by either the City Attorney or the County's counsel. He indicated that he would require a waiver of conflict to be signed from the County's legal counsel if the City represents the Authority. Another option would be to have both groups act for the Authority. Mr. Ambrose indicated that he would approve of the City Attorney acting as the Authority's legal counsel, however, he would like to discuss the matter with the County's legal counsel also. Discussion held on the financing mechanism of the City and the TIFA. Mr. Smiertka indicates that the City does not represent the TIFA. Mr. Swanson indicated that there will not be a conflict. The final decision on legal counsel was deferred until the next meeting. For interim purposes, both the City Attorney's staff and the County's legal counsel staff will review documents for the Joint Building Authority. D/E. Bond Counsel/Financial Advisor Drafts of the Bond Counsel and Financial Advisor RFPs were handed out, along with lists of possible bond counsel and financial advisors. This matter was deferred until next meeting. City of Lansing/County of Ingham Joint Building Authority August 12, 1998 Minutes Page five 6. Invoice - Lansing State Journal Invoice No. 0000813485 (Legal notice for Articles of Incorporation for Joint Building Authority). Mr. Ambrose indicated that the agreement states that both the County and the City can advance funds to the Joint Building Authority. Mr. Ambrose will ask the County to advance funds to begin paying invoices associated with the formation of the Authority. The County would then be reimbursed from the building fund. MOVED BY ROBERT SWANSON, SUPPORTED BY MARY LANNOYE, TO AUTHORIZE A REQUEST AN ADVANCE OF FUNDS FROM INGHAM COUNTY FOR PRELIMINARY EXPENSES, AND TO AUTHORIZE PAYMENT OF LANSING STATE JOURNAL INVOICE NO. 0000813485, IN THE AMOUNT OF $2,706.65. NO FURTHER DISCUSSION. MOTION PASSED UNANIMOUSLY. 7. Other Mary Lannoye questioned the issuance of bonds for this project. Mr. Ambrose indicated that bonds will be issued, and that the County will have approximately$6 million in cash flow for the project after the bonds are issued. Some of that $6 million will be spent for temporary courts space. Further discussion held. Mr. Ambrose indicated that a great deal of cooperation has developed over the years between the City and the County and that the Consolidated Courts project is a direct result of that cooperation. Jody Kranz, Circuit Court Administrator, indicated that the project appears to moving along well. NO PUBLIC COMMENT ADJOURNMENT: The meeting was adjourned at approximately 2:55 p.m. S in , Robert Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority CITY OF - ANSING/COUNTY OF T - IGHAM JOINT BUILDING AUTHORITY r C;E'lI�FD GERALD W.AMBROSE ROBERT SWANSON Chairperson n JG .7 I Secretary pM I2: 4 4 8th floor,Lansing City Hall LASING CITY CLERK 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)4834505 THE SEPTEMBER 4, 1998 MEETING OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY HAS BEEN CANCELLED