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HomeMy WebLinkAbout1999 Minutes JBA CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY Gerald W.Ambrose Chairperson Robert W.Swanson Secretary Mary Lannoye 8"Floor,Lansing City Hall Treasurer 124 W.Michigan Avenue Lansing,MI 48933 (517)4834505 PUBLIC MEETING NOTICE The following is the schedule of meeting dates for calendar year 1999 for the City of Lansing/County of Ingham Joint Building Authority. January 8,1999 February 5,1999 x' �/qA 9 Manh�-�99 ' S (vim t� I I A-pr112,1999 Cry..ca JL 4 May 7,1999 � r; June 4,1999 t rz_.� c `_ ; �r July 2,1999 Attvrk < October 1,1999 ~ - ^> November}' 999—` CIO December 3,1999 /�o%c/. These meetings are regularly held at 1:30 p.m.in the First Floor Conference Room, Grady Porter Building,303 W.Kalamazoo Street,Lansing,MI. MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY 1"Floor Conference Room '''�'I�3e���t���R0, 1999 Grady Porter Building Friday, 2:00 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 2:07 p.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Mary Lannoye, Robert Swanson. Others Present: Calvin Lynch, Paul Pratt, Ken Pierce, Ingham County;Jim Smiertka, City of Lansing - Law Department; Teri Cook, City of Lansing - Finance; Jim Venton, Randy Jobin, Terri Anderson, Clark Construction;John Meyer, WTM Architects. Approval of Minutes: It was moved by Mary Lannoye, supported by Robert Swanson to approve the minutes of November 10, 1999 as submitted. Motion passed unanimously. Additions to the Agenda: Five additional invoices were submitted for payment. 1. Wigen, Tincknell Meyer-$52,782.54. 2. City of Lansing-Transportation- $2,691.00. 3. Dykema Gossett- $13,962.23. 4. Rehmann Robson- $250.00. 5. Bond Buyer-$1,500.00. Letter from Clark Construction on the review of the deduct submitted by Kebler Plumbing& Heating to use York HVAC equipment and Siebe controls in lieu of the specified Trane equipment and controls. Public Comments for Items on the Agenda: Paul Pratt was present to voice his concern on the proposal for Lansing Human Relations and Community Services Department to provide monitoring of prevailing wage requirements. Paul Pratt asked to see the proposal and would suggest that it be circulated to interested parties particularly the labor unions before adoption. Progress Report-Wigen Tincknell Meyer & Associates/Clark Construction Jim Venton gave a brief report on what was going on at the site and stated that they were right on schedule. Ken Pierce indicated that there was a problem with the air intake where diesel fumes were brought into the building. Jim Venton indicated that the situation has been taken care of. Minutes of City of Lansing/County of Ingham Joint Building Authority December 10, 1999 Page 2 Bid Recommendation(s) - Clark Construction: Jim Venton stated that they received bids for bid packages#8,#9 and#22 for the consolidated Courts Facility. After meeting with the bidders and reviewing their bid proposals, Clark Construction determined that they have included a complete scope of work per the plans and specifications. They recommend that the contracts be awarded to the Contractors listed below: Bid #8 Doors, Frames & Hardware Metal Frames, Inc. Bid #9 Aluminum, Glass &Glazing Architectural Glass & Metals Bid #22 Communication&Technology Advanced Communication Cabling It was moved by Robert Swanson, supported by Mary Lannoye to award Bid Package #8 Doors, Frames &Hardware to Metal Frames, Inc. Motion passed unanimously. Robert Swanson stated concern with the recommendation on Bid #9 Aluminum Glass & Glazing to Architectural Glass&Metals based on potential prevailing wage problems on other contracts. Robert Swanson stated that he would like any available documentation on Architectural Glass &Metals record on prevailing wage jobs from the Building Trades. Also, any information from the County on this contractor. It was moved by Robert Swanson, supported by Mary Lannoye to table this bid until the next meeting. Motion passed unanimously. Jim Venton stated that they had re-evaluated Bid #22 package and are recommending Advanced Communication Cabling who is the apparent low bidder. It was moved by Mary Lannoye, supported by Robert Swanson to approve this recommendation. Motion passed unanimously. Jim Venton submitted a letter in which they stated that they reviewed the deduct submitted by Kebler Plumbing & Heating to use York HVAC equipment and Siebe controls in lieu of the specified Trane equipment and controls. The construction team reviewed the alternate for compatibility with the plans and specifications for the new building. During this review,it was determined that the proposed alternate was not equal to the products specified. Clark Construction recommends that the Authority accept the Trane equipment and control package as specified. It was moved by Mary Lannoye, supported by Robert Swanson to approve this recommendation. Motion passed unanimously. Resolution Authorizing Deposit Investment and Disbursement of JBA Funds by Ingham County Treasurer: Jerry Ambrose read the resolution authorizing deposit, investment and disbursement of JBA funds by the Ingham County Treasurer. He stated that he had several meetings with the Treasurer and Chief Deputy Treasurer. The funds with be deposited in the County's concentration account and recorded in the County's general ledger account. There will be a debt service account and a construction account. Treasurer will open two Joint Building Minutes of City of Lansing/County of Ingham Joint Building Authority December 10, 1999 Page 3 Authority checking accounts. The check register will be maintained in the Controller's Office and the Treasurer's Office will have custody of the checks. Ingham County Financial Services will do the monthly bank reconciliations. We have requested a cash flow estimate from Clark Construction so that the Treasurer can plan for investment and disbursements. The Treasurer will write checks on the direction of the Joint Building Authority. The Secretary of the Joint Building Authority will transmit a list of the vouchers to be paid to the Controller's Office,who will forward to the Treasurer's Office. Those checks will be prepared by the Treasurer's Office and given back to the Controller's Office to be given to Clark Construction. Financial Services will provide the Authority with a monthly status report. The advance from the County will be repaid as soon as the checking accounts are setup. It was moved by Mary Lannoye, supported by Robert Swanson to approve this resolution. Motion passed unanimously. Jerry Ambrose stated that Financial Services was recommending that the JBA consider using the County's auditors to conduct the 1999 Joint Building Authority Audit. The County's auditors are Rehmann Robson. They will do it at no cost. It was moved by Robert Swanson, supported by Mary Lannoye to have Rehmann Robson perform the audit for the Joint Building Authority for 1999. Motion passed unanimously. Approval of changes to TBA Insurance Coverage: The Authority reviewed a letter from C.M. Althoff Company regarding the JBA's risk management. C.M. Althoff Company is recommending Builders Risk of$19,000,000 at a cost of $21,204 which includes the entire period from November 30, 1999 to the anticipated completion date of June 30,2001,approximately 19 months. It was moved by Robert Swanson, supported by Mary Lannoye to accept the Builders Risk Insurance. Motion passed unanimously. The Authority will get a quote from C.M. Althoff Company on Liability Coverage for$10,000,000 and $15,000,000. Acceptance of Proposal of C.M.Althoff Company for Insurance and Bonding Review Services: The Authority reviewed a letter dated November 30, 1999 from C.M. Althoff Company to provide Bonding Review Services at a cost of $3,600.00. It was moved by Robert Swanson, supported by Mary Lannoye to accept this proposal. Motion passed unanimously. Discussion of Proposal for Lansing Human Relations and Community Services Department to Provide Monitoring of Prevailing Wage Requirements Robert Swanson voiced concern on which prevailing wage schedule would be used. It appeared from the bid package that the County uses the State prevailing wage schedule and the City uses the Federal prevailing wage schedule. The State's prevailing wage schedule was enclosed in the bid packages. County staff indicated that the County uses the Federal prevailing wage per resolution, and this inconsistency will be reviewed prior to the next JBA meeting. Human Relations also would need to be involved in pre-construction conferences Minutes of City of Lansing/County of Ingham Joint Building Authority December 10, 1999 Page 4 with subcontractors. Robert Swanson indicated that Human Relations would monitor payrolls and make site visits. Genice Rhodes Reed would be willing to attend the January meeting. This item was tabled until the next meeting. Approval of Process for Approving Construction Contracts: Jim Smiertka reviewed a resolution regarding the process for approving construction contracts. Discussion was held. It was moved by Mary Lannoye, supported by Robert Swanson to approve this resolution on the process for approving construction contracts. Motion passed unanimously. Invoices: It was moved by Mary Lannoye, supported by Robert Swanson to approve payment of the following invoices: City of Lansing-Transportation Division- $4,881.00. First of American Title Insurance Company -$3,500.00. City of Lansing-Transportation Division- $2,691.00. Motion passed unanimously. It was moved by Mary Lannoye, supported by Robert Swanson to approve payment of the following invoice contingent on approval by the Architect: Clark Construction- $1,195,417.54. Motion passed unanimously. It was moved by Mary Lannoye, supported by Robert Swanson to approve payment of the following invoice: Wigen, Tincknell, Meyer- $52,782.54. Motion passed unanimously. It was moved by Robert Swanson, supported by Mary Lannoye to approve payment of the following invoice: Dykema Gossett- $13,962.23. Motion passed unanimously. It was moved by Mary Lannoye, supported by Robert Swanson to approve payment of the following invoice: Rehmann Robson- $250.00. Motion passed unanimously. It was moved by Mary Lannoye, supported by Robert Swanson to approve payment of the following invoice: Bond Buyer- $1,500.00. Motion passed unanimously. Minutes of City of Lansing/County of Ingham Joint Building Authority December 10, 1999 Page 5 Schedule of Meeting Dates for Calendar Year 2000 It was moved by Robert Swanson, supported by Mary Lannoye to approved this schedule of meeting dates. Motion passed unanimously. Communication(s): The Authority received and placed on file a Notice of Commencement from Kenneth Pierce. The e 'ng ad ur ed at 3:30 p.m. - Robert W. Swanson,Secretary City of Lansing/County of Ingham Joint Building Authority Minutes recorded by: Teri C. Cook, Executive Secretary Finance Operations, City of Lansing 124 W. Michigan Avenue, 81h Floor Lansing, MI 48933 MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY " 1"Floor Conference Room Novemb6i 10 "1ggP, Grady Porter Building Wednesday, 10:00 a.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 10:10 a.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Mary Lannoye, Robert Swanson. Others Present: Ken Pierce,Ingham County;Jim Kiefer,Kristan Richardson,Dykema Gossett; Jim Smiertka,City of Lansing-Law Department;Teri Cook,City of Lansing-Finance;Alfreda Schmidt, Ingham County Commission; Jim Venton, Randy Jobin, Clark Construction; John Meyer, WTM Architects. Approval of Minutes: It was moved by Robert Swanson, supported by Mary Lannoye to approve the minutes of September 17, 1999 as submitted. Motion passed unanimously. Bond Authorizing Resolution- Dykema Gossett: Jim Kiefer and Kristan Richardson were present to go over the Bond Authorizing Resolution. Jim Keifer stated that there were two technical changes made to the resolution. One change was to allow the award of the bonds to the lowest bidder as determined by an authorized officer of the JBA in consultation with the financial advisor,Stauder Barch. The other change was a correction to an interest payment date from May to November. It was moved by Robert Swanson,supported by Mary Lannoye to approved this resolution as modified. Approved by the following roll call vote: Yeas: Ambrose, Lannoye, Swanson. Nays: None. Jerry Ambrose asked where the money will be deposited once received. At the present time, the County Treasurer has been acting as the Treasurer and can continue to do so. Jim Kiefer stated that there will need to be a resolution authorizing the County Treasurer to hold the funds and pay the bills for the authority. Bid Recommendation(s) -Clark Construction: Jim Venton stated that they received bids for bid packages#5 through#23 for the consolidated Courts Facility. After meeting with the bidders and reviewing their bid proposals, Clark Construction determined that they have included a complete scope of work per the plans and specifications. They recommend that the contracts be awarded to the Contractors listed below: Bid #5 Masonry Schiffer Masonry Bid #6 Carpentry Christman Construction Minutes of City of Lansing/County of Ingham Joint Building Authority November 10, 1999 Page 2 Bid #7 Roofing Corporate Roofing Bid #10 Drywall & Acoustical Reichenbach Company Bid #11 Flooring Bouma Interiors Bid #12 Painting Genesee Painting Bid #13 Overhead Doors Mohan Door Company Bid #14 Metal Siding Architectural Metals Bid #15 Mechanical Kebler Plumbing Bid #16 Fire Protection Jackson Automatic Bid #17 Testing &Balancing Aireconomics Bid #18 Electrical Lutz Electric Bid #19 Elevators Otis Elevator Bid #21 Joint Sealants Helms Caulking Bid #22 Comm. &Technology Midwest Communications Bid #23 Security Vidcom No recommendations were made,at this time,for bid packages#8,#9 and#20. Discussion was held on the bid recommendations. Jim Venton stated that all the contractors were low bids except for Bid#22 Midwest Communications. Midwest was recommended because it worked with the County before and is recommended by Jay Donaldson,MIS Director,Ingham County. Robert Swanson requested a written recommendation from Clark on why they recommended Midwest Communications since they were not the low bidder. Jerry Ambrose also asked for a written recommendation on Bid#15 regarding an alternate mechanical equipment supplier. Randy Jobin went over a letter that was distributed regarding the value engineering options Clark Construction established. Discussion was held. John Meyer stated that he had gone over this with Jim Venton and Randy Jobin and that he had made some recommendations. He felt that,in his opinion,most of this will not have any affect on the performance of the building. Ken Pierce stated that he had no concerns with the reductions. It was moved by Mary Lannoye,supported by Robert Swanson to award the bid packages as submitted by Clark in a letter dated November 10, 1999 excluding Bid #22 and with a written letter on Bid #15 regarding alternate mechanical equipment supplier. Motion passed unanimously. Progress Report- Wigen Tincknell Meyer & Associates/Clark Construction: Jim Venton stated that all contaminated soil has been removed and the building excavating is completed. No more remediation is required and all the paperwork has been filed with the DEQ and the project is on schedule. Minutes of City of Lansing/County of Ingham Joint Building Authority November 10, 1999 Page 3 Invoices: a. StampRite - $685.75, $60.00 and $30.00. b. Paper direct- $93.80. C. RC Displays -$116.00. d. American Rentals - $275.00. e. Central Kitchen Catering-$714.13. f. Ingham County Road Commission- $344.15. g. Kinko's -$1,288.67. h. Wigen Tincknell Meyer & Associates - Architectural Services - No. 11 - $30,754.93. i. Clark Construction- Invoice #13513 - $58,86495. It was moved by Robert Swanson, supported by Mary Lannoye to approve payment of these invoices. Motion approved unanimously. Communication(s): The Authority received and placed on file letters from Terri Harmon, State of Michigan, Department of Environmental Quality and Mark A. Bates, AmeriLink Corporation. Other Business: Discussion was held regarding monitoring of the prevailing wage requirements of project contracts. Jim Venton stated that non-union contractors will be required to submit a certified payroll at the end of each pay period for review by Clark Construction to make sure they meet the prevailing wage. Robert Swanson suggested that the City's Human Relations and Community Services Department could assist the construction manager in the monitoring. Robert Swanson stated that Genice Rhodes Reed, Director of the Department, estimated that it would cost no more than$5,000 for this activity. Robert Swanson stated that he will talk with Genice Rhodes Reed and have her contact Jim Venton regarding this issue. The ling adj rned at 11:30 a.m. /'M' k, ��� Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority Minutes recorded by: Teri C. Cook, Executive Secretary Finance Operations, City of Lansing 124 W. Michigan Avenue, 81h Floor Lansing, MI 48933 MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY 1 Floor Conference Room `Weinber Grady Porter Building Friday, 1:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 1:45 p.m. by Gerald Ambrose, Chair. { Members Present: Gerald Ambrose, Mary Lannoye, Robert Swanson. Others Present: Ken Pierce, Ingham County; Jean O'Hagan, Ingham County Friend of the Court;Stuart Dunnings III,Ingham County Prosecuting Attorney's Office;Kristan Richardson, Dykema Gossett; Jack Hill, Board of Water & Light; Jack Roberts, City of Lansing - Law Department; Teri Cook, City of Lansing - Finance; Jim Venton, Randy Jobin, Clark Construction;John Meyer, WTM Architects. Approval of Minutes: It was moved by Robert Swanson, supported by Mary Lannoye to approve the minutes of August 27, 1999 as submitted. Motion passed unanimously. Progress Report- Wigen Tincknell Meyer & Associates/Clark Construction: Jim Venton stated that they are getting the trailers and parameter fencing setup. Starting the chimney for air in take. The final drawings should be received next week. Jim Venton stated that they should have the rest of the bid packages out next week. Randy Jobin stated they have about 30% of the project cost bid out. Randy Jobin indicated that by the next meeting they should have the cost of the project. He stated that they are in good shape schedule wise. Bid Recommendation(s) - Clark Construction: Jim Venton stated that they had received bids for the Sitework and Utilities,Foundations and Floors and Precast Concrete bid packages. The apparent low bidders were E.T. MacKenzie Company for "Sitework an Utilities"; Grand River Construction, Inc. for "Foundations and Floors"; and Hollowcore for "Precast Concrete". Jim Venton stated that they had conducted interviews with the three low bidders and determined that they have included a complete scope of work per the plans and specifications. They recommended that the contracts be awarded to these contractors. It was moved by Mary Lannoye, supported by Robert Swanson to approve this recommendation. Motion passed unanimously. Stuart Dunnings voiced objection of award of contract to non-unionized contractor. Randy Jobin handed out a budget summary on the status of the project. Discussion was held. Minutes of City of Lansing/County of Ingham Joint Building Authority September 17, 1999 Page 2 Bond Issue Update - Dykema Gossett: Kristan Richardson, Dykema Gossett, was present for the approval of the Reimbursement Resolution and the Resolution to Approve Plans, Cost Estimate, Estimate of the Period of Usefulness and Lease Contract. It was moved by Mary Lannoye,supported by Robert Swanson to approve the Reimbursement Resolution. Motion passed unanimously. It was moved by Mary Lannoye, supported by Robert Swanson to approve the Resolution to Approve Plans, Cost Estimate, Estimate of the Period of Usefulness and Lease Contract. Motion passed unanimously. Chilled Water Project Update - Board of Water & Lim Jack Hill from the Board of Water&Light was present to discuss the Chilled Water Project. He stated that a trip to Chicago was taken to view chilled water plants in Chicago. He felt that they have resolved the issue of vibration and that aesthetics was now the only concern. Architects have a choice of three plans. We should have the final plan by the end of October. Our goal is to answer the remaining sound issues and have it available to work through the City Council's Ad Hoc Committee regarding the Chilled Water Plant. These issues need to be resolved so everyone is comfortable with what is being built. Jack Hill stated that the plant should be operational by April 1, 2000. John Meyer asked how long will it take to construct and make operational. He also stated that McMillan&Associates,their engineers,did an analysis and they raised some questions relative to delivery of chilled water and issue of temperature, pressure and contamination so that the system will operate properly. Ken Pierce stated that concerns regarding water quality, pressure, minimal charge not usage charge need to be addressed during the negotiation of the contract. Ken Pierce asked that Jack Hill be involved in the negotiation of the contract. Jack Hill stated that he would look forward to it. Invoices: a. Clark Construction- Invoice #13482- $32,161.25. b. City of Lansing-Planning & Neighborhood Development- $2,925.00. It was moved by Robert Swanson, supported by Mary Lannoye to approve payment of these invoices. Motion approved unanimously. Minutes of City of Lansing/County of Ingham Joint Building Authority September 17, 1999 Page 3 Reimbursable Expenses: Ken Pierce stated he has authorized payment for the following reimbursable expenses: a. Rent for Reutter Park for 18 months $5,400.00 ' b. Right of Way permit for fencing 65.00 C. Plan review fee 24,586.25 d. Erect temporary intake chimney 6,400.00 e. Install temporary electrical service for office trailers in Reutter Park 5,375.00 f. Asphalt ramp over curb on Townsend Street and paving between sidewalk and curb 10,500.00 g. Temporary fence rental for 18 months 9,900.00 Total expenses to date $62,226.25 Communication(s): The Authority received and placed on file a letter from Clark Construction regarding competitive bidding on Foundations and Floors bid package. Other Business: Discussion was held regarding concerns with the parking situation. Jack Roberts received a proposed lease with Joel Ferguson for parking at Capital Park. Jack Roberts stated that some language changes were needed. These changes would not affect the cost. Jack Roberts asked for authorization to proceed with lease language changes. Stuart Dunnings voiced concern with the lighting at Capital Park,due to women arriving and leaving in the dark, as a safety issue. It was moved by Robert Swanson, supported by Mary Lannoye to approve lease at Capital Park at a cost of$60 a space per month subject to approval of JBA attorney. Motion approved unanimously. Minutes of City of Lansing/County of Ingham Joint Building Authority September 17, 1999 Page 4 It was moved by Robert Swanson, supported by Mary Lannoye to approve a lease with the YMCA,if necessary,at a rate not to exceed$60 per space per month subject to approval of JBA attorney. Motion approved unanimously. Them ting adjour d at 2:45 p.m. ' g4) Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority Minutes recorded by: Teri C. Cook, Executive Secretary Finance Operations, City of Lansing 124 W. Michigan Avenue, 8'Floor Lansing, MI 48933 Memo TO: Teri Cook, Finance Department FROM: Dixie Gilmore, City Clerk's Office 2A DATE: November 19, 1999 SUBJECT: 1999 City of Lansing/County of Ingham Joint Building Authority Minutes A review of our records indicates the following board minutes are not on file in the Clerk's Office: March 19; April 9; May 14; June 4; and October 1 The last board minutes placed on file with our office were for the meeting of August 27, 1999. Would you please either provide the missing minutes or advise us of their status? Thank,you for your cooperation in bringing this file up to date. /dlg -30 jrxu., avv"?�t -AL "V) vow, V �/1� Q.� JOINT BUILDING AUTHORITY Gerald W. Ambrose Robert W. Swanson Chairperson Secretary 8'Floor,Lansing City Hall Mary Lannoye 124 W.Michigan Avenue Treasurer Lansing,MI 48933 (517)483-4505 PUBLIC MEETING NOTICE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled to be held on Friday,December 3,1999 at 1:30 p.m. has been moved to December 10, 1999 at 2:00 p.m. in the First Floor Conference Room, Grady Porter Building, 303 W. Kalamazoo Street, Lansing, MI. Cn - m -�a N co CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY Gerald W. Ambrose Robert W. Swanson Chairperson Secretary 81h Floor,Lansing City Hall Mary Lannoye ` 124 W.Michigan Avenue Treasurer Lansing,MI 48933 (517)483-4505 PUBLIC MEETING NOTICE The September 10, 1999 meeting of the City of Lansing/County of Ingham Joint Building Authority has been canceled. The meeting has been rescheduled to September 17,1999 at 1:30 p.m. in the First Floor Conference Room, Grady Porter Building,303 W. Kalamazoo Street, Lansing, MI. The October 1, 1999 meeting of the City of Lansing/County of Ingham Joint Building Authority has been canceled. CITY OF LANSING/COUNTY OF ING'HAMEE D JOINT BUILDING AUTHORI p G 20 PM 2: 14 LANSING CITY CLERK Gerald W. Ambrose Robert W. Swanson Chairperson Secretary 8'h Floor,Lansing City Hall Mary Lannoye 124 W.Michigan Avenue Treasurer Lansing,MI 48933 (517)483-4505 PUBLIC MEETING NOTICE There will be a Special Meeting of the City of Lansing/County of Ingham Joint Building Authority. The meeting will be held on Friday, August 27,1999 at 1:30 p.m. in the First Floor Conference Room, Grady Porter Building, 303 W. Kalamazoo Street, Lansing MI. The September 3, 1999 meeting of the City of Lansing/County of Ingham Joint Building Authority has been canceled. The meeting has been rescheduled to September 10,1999 at 1:30 p.m. in the First Floor Conference Room, Grady Porter Building,303 W. Kalamazoo Street, Lansing, MI. CITY OF LANSING/0i K i ' OF INGHAM JOINT BUILDINGBA`'�C Wf ORITY L ,�dSIIdG CITY CLERK GERALD W.AMBROSE ROBERT SWANSON Chairperson Secretary 8th Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)483-4505 PUBLIC MEETING NOTICE CHANGE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled for Friday, August 6, 1999 has been canceled. The next Regular Meeting is scheduled for Friday,September 3,1999 at 1:30 p.m. in the First Floor Conference Room, Grady Porter Building,303 W.Kalamazoo Street, Lansing, MI. C., MINUTES OF THE "j' CITY CLERIK CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY 1"Floor Conference Room August 27, 1999 Grady Porter Building Friday, 1:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 2:10 p.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Robert Swanson. Member Absent: Mary Lannoye. Others Present: Peter D. Houk, Chief Judge Circuit Court; Ken Pierce, Ingham County; Guy Sweet,Prosecuting Attorney's Office;Jack Roberts,City of Lansing-Law Department; Teri Cook,City of Lansing-Finance; Dave Berridge, City of Lansing-Transportation;Jim Venton, Randy Jobin, Clark Construction;John Meyer, WTM Architects. Approval of Minutes: It was moved by Robert Swanson, supported by Jerry Ambrose to approve the minutes of June 4, 1999 as submitted. Motion passed unanimously. Other Business: Dave Berridge was present to discuss the parking situation once construction begins. The County indicated that they would need approximately 200 parking spaces. Dave Berridge stated that he would be able to provide 25 spots immediately in the South Capitol Ramp. The County would need an additional 50 spaces by mid October. Due to the renovations in the South Capitol Ramp, he would need time to make more space available. He indicated that he could provide 200 spaces immediately at the surface lot at the between Cedar and Larch. Arrangements could be made for a bus to transport every 10 minutes all day long. This would have to be discussed with CATA. Judge Houk suggested that discussion should be held on various incentives programs, such as bus, car pooling, etc. Jerry Ambrose indicated that a survey of the employees of the building could be done in order to identify their need for vehicles during the day. Dave Berridge guaranteed 210 spaces in the South Capitol Ramp by November 15,1999. He also indicated that he would be happy to approach CATA with the County collectively to discuss the bus pass and the shuttle. He is familiar with the people at CATA and has worked with them in the past. Minutes of City of Lansing/County of Ingham Joint Building Authority August 27, 1999 Page 2 Report by Wigen, Tincknell Meyer & Associates Clark Construction: Randy Jobin stated that Clark received bids for the structural steel bid package on August 24, 1999. Union Fabricators and Fitters was the apparent low bidder. After meeting with Union Fabricators and Fitters and reviewing their bid proposal, it was determined that they have included a complete scope of work per the plans and specifications. Randy Jobin stated that Clark is recommending that the contract for the structural steel bid package be awarded to Union Fabricators and Fitters. It was moved by Robert Swanson, supported by Jerry Ambrose to approve this recommendation. Motion passed unanimously. Randy Jobin stated that three more bid packages will be going out. Bid #2 Site Work and Utilities,Exterior Concrete and Asphalt Paving;Bid#3 Foundations and Floors and Bid#4 Precast Concrete. These are due on September 14, 1999. Jim Venton requested that the September 10,1999 Joint Building Authority be moved to September 17,1999 for approval of these bid recommendations. Jim Venton also requested that the October 3,1999 meeting be moved to October 22,1999. The Authority agreed to move the September 10, 1999 meeting to September 17,1999 and the October 3, 1999 to October 22, 1999. Randy Jobin stated that they had received permission from the Lansing Parks&Recreation Department to put their office trailers on the Southwest corner of Reutter Park with fencing around the trailers with the stipulation that they return the area to its original state when they leave. The Parks Department is also requiring a $300 a month rental fee for the use of the park for something other than recreation. Randy Jobin requested authorization to issue a $5,400.00 check for the first 18 months worth of rental. It was moved by Robert Swanson, supported by Jerry Ambrose approve this request. Motion approved unanimously. It was moved by Robert Swanson,supported by Jerry Ambrose to authorize Ken Pierce to approve reimbursables up to$15,000.00 per occurrence. Motion approved unanimously. Randy Jobin stated that Clark Construction would like to bid on the Foundations and Floors Bid package. This will be an open bid process. Ken Pierce stated that he would be there for this bid opening. The Authority requested that the project estimate be made available to all potential contractors at the pre-bid meeting. John Meyer stated that WTM would be in on the bid review process. Robert Swanson asked that a letter, from Clark Construction, be sent to the Authority that would constitute disclosure regarding this matter. The Authority approved this request. Minutes of City of Lansing/County of Ingham Joint Building Authority August 27, 1999 Page 3 Invoices: a. Wigen Tincknell Meyer&Associates (Porter Grady Bldg) -$10,688.26. b. Wigen Tincknell Meyer & Associates, Inc. - Architectural Services No. 8 - $100,818.54 -No. 9-$97,440.00 and No. 10-$77,237.75. C. Michigan Municipal Risk Management Authority-$2,500.00. d. Lansing State Journal-$635.18. e. Clark Construction-Job 2195 -$33,760.00. It was moved by Robert Swanson, supported by Jerry Ambrose to approve the payment of these invoices. Motion passed unanimously. The Authority received a letter from C.M.Althoff Company regarding insurance coverage. The letter was received and placed on file. The eting ajoned at 2:50 p.m. Ws Robert W. Swanson,Secretary City of Lansing/County of Ingham Joint Building Authority Minutes recorded by: Teri C. Cook,Executive Secretary Finance Operations, City of Lansing 124 W. Michigan Avenue,8'Floor Lansing, MI 48933 CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY GERALD W.AMBROSE ROBERT SWANSON Chairperson Secretary 8th Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)483-4505 PUBLIC MEETING NOTICE CHANGE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled for Friday,July 2, 1999 has been canceled. The next Regular Meeting is scheduled for Friday, August 6, 1999 at 1:30 p.m. in the First Floor Conference Room, Grady Porter Building,303 W. Kalamazoo Street, Lansing, MI. va x c- MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY i ;',iz i iU CI 1 `i' 0LEFii 1"Floor Conference Room June 4, 1999 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, Robert Swanson. Member Absent: Mary Lannoye. Others Present: Peter D.Houk,Chief Judge Circuit Court;Jody Kranz,Circuit Court;Ken Pierce, Ingham County;Jack Roberts, City of Lansing-Law Department;Teri Cook, City of Lansing - Finance; Jim Venton, Randy Jobin, Clark Construction; John Meyer, WTM Architects;Jim Kiefer, Lisa Harris, Dykema Gossett. Approval of Minutes: It was moved by Robert Swanson, supported by Jerry Ambrose to approve the minutes of May 14, 1999 as submitted. Motion passed unanimously. Report by Wigen, Tincknell Meyer & Associates Clark Construction: John Meyer stated that the drawings are moving along very well. He is very pleased with the progress. Discussion was held regarding a letter from the Board of Water &Light on an offer to purchase land from the County of Ingham described at Lot 6 and the South 1/2 of Lot 8, Block 126. The Board of Water &Light also presented an agreement to Ingham County to provide Chilled Water Service to the Consolidated Courts Facility. John Meyer stated that the issue of parking has arisen, and that they have been asked to take a look at putting a like number of parking spaces on the South side of the court facility. They are looking at two different options of how that can be accomplished. John Meyer stated that they have had conversations with parking consultants to give them assistance on the most efficient layout. With the money offered on the property they can provide somewhere in the area of 60 parking spaces depending on how it is designed. Jerry Ambrose indicate that in discussions with the Board of Water & Light that if the County agreed to sell this property the County would have to be assured that whatever we received in payment would be enough to replace the parking. Jerry Ambrose had a concern over the aesthetics of the new Chilled Water Service Building. Minutes of City of Lansing/County of Ingham Joint Building Authority June 4, 1999 Page Z Ken Pierce indicated in his discussion with the Board that he was concerned on the aesthetics of the Chilled Water Service Building. The Board assured him that it would not look out of place. Ken Pierce stated that he would like to see some drawings or-renderings before they proceed. Jack Roberts stated that a contingency can be put into an agreement. If they have the ability to bring in a rendering or drawing so that you have something to start with that would be good. If not,then a contingency can be put in the document that has to be taken care of before closing. Ken Pierce stated that he had talked with Sue McCormick from the Board of Water&Light and she indicated that she is working with her Board and the City to make sure that the aesthetics of the building will not cause a problem. John Meyer stated that they can proceed with the court facility as designed with some minor adjustments. They may need to make adjustment at the lower level, and to make adjustments to the receiving facility which is to be added to the back corner of the Porter Grady Building. Randy Jobin stated that they had a discussion with WTM on how they would handle adding a parking ramp to the project. WTM suggested that the parking ramp be added next Spring and Summer. Randy Jobin stated that they have plenty of time to complete the design for the parking ramp and to accomplish the construction. He stated that they had a couple of conflicting issues. They want to use central chilled water in the new facility so we need the pledge to begin construction as soon as possible. We need the parking spaces down here temporarily during construction. We are going to lose 48 parking spaces. We need to replace them. Randy Jobin indicated the need to move the offer from the Board of Water &Light through the County as soon as possible. The Authority reviewed the offer from the Board of Water & Light and encouraged the county to proceed. Jerry Ambrose indicated that he would take this offer to the County. The Authority asked that a representative from the Board of Water &Light be present at a future meeting to show the Authority what their plans are for the Chilled Water Service Project. Minutes of City of Lansing/County of Ingham Joint Building Authority June 4, 1999 Page 3 Invoices from Wigen, Tincknell Meyer & Associates Inc. Architectural Services No. 7$32 480.00: It was moved by Robert Swanson, supported by Jerry Ambrose to approve the payment of this invoice. Motion passed unanimously. Other Business: James Kiefer, Dykema Gossett,was present to discuss the bond issues regarding the time schedule and the documents. The meeting adjourned at 3:05 p.m. Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority Minutes recorded by: Teri C. Cook, Executive Secretary Finance Operations, City of Lansing 124 W. Michigan Avenue, 8`h Floor Lansing, MI 48933 J` CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY GERALD W.AMBROSE ROBERT SWANSON Chairperson Secretary 8th Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)483-4505 PUBLIC MEETING NOTICE CHANGE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled for Friday, May 7,1999 has been canceled. There will be a Special Meeting of.the City of Lansing/County of Ingham Joint Building Authority meeting held on Friday,May 14,1999 at 1:30 p.m.in the First Floor Conference Room, Grady Porter Building,303 W. Kalamazoo Street,Lansing,MI. TTI MINUTES OF A SPECIAL MEETING OF THE _ CITY OF LANSING/COUNTY OF INGHAM `"< JOINT BUILDING AUTHORITY. Sill I 11T Floor Conference Room May 14, 1999 Grady Porter Building Friday, 1:30 p.m. 303 W. Kalamazoo Lansing, MI 48933 The meeting was called to order at 1:35 p.m. by Gerald Ambrose, Chair. , Members Present: Gerald Ambrose, Mary Lannoye,Robert Swanson Others Present: Hon. Donald S. Owens, Ingham County Probate Judge John Clark, Clark Construction Co. Randy Jobin, Clark Construction Co. Jim Venton, Clark Construction Co. Ken Pierce, Ingham County John M. Roberts, Jr., Deputy City Attorney, City of Lansing Jim Kiefer, Esq., Dykema Gossett, P. C. Brad Rutledge, Howard&Howard, P. C. Ann Fillingham, Howard &Howard,P. C. Approval of Minutes: It was moved by Robert Swanson, supported by Mary Lannoye, to approve the minutes of the April 9, 1999, minutes as written. Motion passed by unanimous vote. Public Comment: Judge Owens inquired as to the plans for parking for Ingham County employees during construction of the site. Gerald Ambrose advised that it is not yet resolved although discussion will be held today on the topic. Mr. Ambrose advised that the JBA does not plan to break ground before mid-August. Therefore, there is time to work on this issue. Report by Clark Construction: John Clark advised that they are proceeding along per the contract documents. Mr. Clark advised that we are in the construction document phase. In mid-July they will complete the drawings and they are on track with the schedule. The site plan review will be done in early June. Mr. Clark provided details of the status of other issues such as the building design, building code— electrical and mechanical. There are no budget changes and overall, they are on schedule. July 15 is the "up-for-bid" date and he indicated he does not have a plan as of yet for parking. They expect the City to close Townsend Street but the City indicated that they want Clark Construction to pay for the removal of all of the parking meter heads and lost parking revenues. Mr. Clark advised that they do not feel they should be responsible for all lost parking revenues. the removal of the meter heads and costs associated therewith. Mr. Clark advised that the mass excavation should be completed by October 1, 1999. Mary Lannoye inquired about the closing of Townsend Street and the associated costs. Mr. Clark indicated it is for the parking of construction employees and the $50,0004100,000 figure is for parking during the period of construction; that estimate is based on a cost of$7.50 per meter head, per day. Mr. Clark advised that they have been working with the City's Director of Planning and Development, Dennis Sykes, on the negotiation of this matter. Bob Swanson asked when they would award the contract and Mr. Clark indicated it would be in mid-August which is the lion's share of the project. Mr. Clark indicated they want to begin the mass excavation as soon as possible due to weather considerations. John Clark advised there is also the issue of possibly encountering environmental issues but that they have a contingency), plan in the event they run into contamination. Gerald Ambrose asked about the life cycle costing of central chilled water vs. other sources. Mr. Clark advised that going with central chilled water is by far the best approach but they still need to work with the Board of Water and Light on this issue. Ken Pierce indicated that the Board of Water and Light will be meeting with them next week to discuss this issue. Mr. Clark indicated that it would take the County eight(8)years to receive the return on the investment if they provided the chilled water system. Gerald Ambrose advised that the City's South Capitol parking ramp will not be available until October and there could be a considerable inconvenience. Another option is leaving the back area of the Grady Porter building for parking, or perhaps there could be available parking at the Lansing Public Schools parking lot which is used very little; however, additional costs for this option is a concern. Invoice from Wiaen Tincknell Meyer&Associates Inc -Architectural Services No 5• $40 600 Mary Lannoye moved to approve payment of this invoice; supported by Bob Swanson; motion carried unanimously. Proposal by Michigan Municipal Risk Management Authority The Joint Building Authority received a letter dated October 2, 1998, from the Michigan Municipal Risk Management Authority(MMRMA) in regard to an independent insurance/risk management program for the Joint Building Authority. The proposed cost of$2,500 for a policy with a$5,000,000 liability coverage limit was recommended by John M. Roberts,Jr.,Deputy City Attorney, per his letter to the JBA dated 5/14/99, since the JBA has limited exposure at this point in the project. Mary Lannoye moved to approve a $5,000,000 liability limit policy for a cost of$2,500 with MMRMA; supported by Bob Swanson; motion approved by unanimous vote. Mary Lannoye was excused from the meeting at 2:00 p.m. Interviews for Bond Counsel: a. Dykema Gossett: Jim Kiefer of Dykema Gossett arrived at 2:25 p.m. and provided Gerald Ambrose and Bob Swanson with information regarding Dykema Gossett's experience with municipal bonds. Mr. Kiefer indicated that the only change in the proposal is that he would be the principal attorney working on this transaction, along with other attorneys from his firm. Mr. Kiefer indicated that the reason Dykema Gossett wants the opportunity to provide this service to the JBA for this transaction is based on the project itself in the construction of the Consolidated Courts Facility. Mr. Kiefer advised that they originally based their fee of$17,000 on 90 hours of work at$170 per hour; then they cut the fees to $15,000; but because of the uniqueness of this project and their strong desire to be bond counsel, they will provide legal services for a fixed fee of$13,000. Gerald Ambrose asked who would fill in for Jim Kiefer on this transaction and Mr. Kiefer advised Attorney Kristen Richards and Julia Goatley. Mr. Ambrose asked if there was anything special that would need to be done on this transaction because this is a new Joint Building Authority. Jim Kiefer advised that whenever there is a new authority,their firm always goes to the State to check the articles of incorporation to be sure all the paperwork is filed in an appropriate manner. Also, the difference in processing the necessary paperwork for approval involving two entities would require the approval of two leases and respective resolutions for each entity. There is also the requirement that the bonds will be used for a project which will serve a public purpose. Mr. Ambrose asked how quickly they would be able to get them past the 45 day referendum period. Mr. Kiefer advised that it would actually be a total of 60 days, as last year a law was passed which added a 15 day waiting period after the 45 day referendum period. Mr. Ambrose advised that the construction must be done by June 30, 2001, and the estimated maximum bond funding for the project is 17 million dollars. Discussion ensued regarding the details of this transaction. Mr. Kiefer was excused at 2:50 p.m. b. Howard and Howard: Ann Fillingham and Brad Rutledge from the law firm of Howard&Howard arrived at 2:55 p.m. to provide additional information regarding their proposal as bond counsel for the Consolidated Courts Facility project. Mr. Rutledge indicated that he has been doing bond work for over 20 years and has had investment banking law experience. Also, their law firm helped the City of Detroit on the casino project, as well as working with the State Building Authority. Since Ann Fillingham has joined their firm they have been selected for two state refunding transactions and also the State's environmental bond work. Ann Fillingham indicated that having Gina Torielli in their firm is beneficial since she knows all the tax laws. They have a lot of experience with municipalities, building authorities and State entities. Mr. Rutledge advised that they do not use legal assistants but rather, they have "hands-on" with the documents all the way through; they will prepare the actual drafting of resolutions. Mr. Rutledge asked what the JBA is thinking in terms of the size of this project. Gerald Ambrose advised that this is a 22 million dollar project and the cost is shared between the City and County. The City will receive 4 million dollars credit for parking and the County will receive a 1/2 million dollar credit for the land. The bond issue will be approximately 17 million dollars. Bob Swanson advised the low estimate is that we could borrow 12 million dollars and the high end would be 17 million. Brad Rutledge asked about the type of sale the JBA is considering and Mr. Swanson advised that they will go with a competitive bid. Mr. Ambrose explained the timing of the project and construction bid results being in by mid- August. Therefore, they want to have the money soon thereafter. Mr. Rutledge indicated we could be closing on the deal very soon after the 60 day waiting period and if there is no refunding component, this transaction seems very straight-forward. Brad Rutledge explained the fee structure in their proposal which was between$15,000417,000 depending on the size of the bond issue, and advised that this would not include out of pocket expenses. The only change in the proposal is that Ann Fillingham has now joined their firm and will work on this project. Bob Swanson asked if Brad Rutledge has had experience working with joint building authorities and he responded that he had not, but that he worked with interlocal governments on various transactions. Mr. Rutledge and Ms. Fillingham were excused at 3:19 p.m. Discussion ensued between the JBA members and Bob Swanson moved to retain Dykema Gossett as bond counsel; supported by Gerald Ambrose; motion carried. There being no other business or public comments, the meeting was adjourned at 3:25 p.m. 2 e4LWV'-2' Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority Minutes recorded by: Kathleen M. Frantz, Office Administrator City Attorney's Office, City of Lansing 5'h Floor, City Hall, Lansing,MI 48933 r _ ' ice•1:.;j',J F'".�..; MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY � ,.; Si !� j-1y CLERK 1"Floor Conference Room April 9, 1999 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: Peter D. Houk, Chief Judge Circuit Court; C. Yvette Hawthorne, Adult Probation; Ken Pierce, Ingham County;Jack Roberts, City of Lansing- Law Department; Teri,Cook, City of Lansing-Finance;Jim Venton, Randy Jobin, Clark Construction;John Meyer, WTM Architects. It was moved by Robert Swanson,supported by Mary Lannoye to approve the minutes of March 19, 1999 as amended. Motion passed unanimously. John Meyer,WTM Architects,stated that they have a meeting with the judges on April 20, 1999 to go over the design of the courtrooms. John Meyer also stated that WTM is working on getting an application for a waiver for handicapper accessible toilets. Randy Jobin,Clark Construction, stated that April 9,1999 was the end of the design stage and that the project was right on schedule. Randy Jobin stated that they would be sending out documents for bid by mid-July. Ground breaking is still targeted for October 1, 1999 possibly September 1, 1999. Randy Jobin, Clark Construction, stated that the project is right on budget. There is a $30,000 shortfall assuming limestone for exterior. Randy Jobin also indicated that they have had discussions with the Board of Water & Light for the use of chilled water for cooling for both buildings provided by the Board of Water&Light. Randy Jobin asked for authorization to proceed. It was moved by Robert Swanson, supported by Mary Lannoye for WTM to move to construction documents. Motion passed unanimously. Minutes of City of Lansing/County of Ingham Joint Building Authority April 9, 1999 Page 2 Jack Roberts was present with two contracts for approval. One with WTM Architects and one with Clark Construction. It was moved by Mary Lannoye, supported-by Robert Swanson to sign the contracts. ' Motion approved unanimously. It was moved by Robert Swanson, supported by Mary Lannoye to pay the invoice for Wigen Tincknell Meyer & Associates, Inc.-Architectural Services No. 5 in the amount of $105,105.79. Motion passed unanimously. The proposal from Michigan Municipal Risk Management Authority was tabled until the May meeting. Mr.Enright,First of Michigan and Paul Stauder,Stauder,Barch&Associates were present and gave a brief presentation and answered questions regarding their proposal for Financial Advisor. Discussion was held after both presentations were finished. It was moved by Robert Swanson, supported by Mary Lannoye to select Stauder, Barch & Associates as Financial Advisor. Motion passed unanimously. The me ling adjourned at 3:47 p.m. aeAv�o_ 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 i r' CLERK 1"Floor Conference Room March 19, 1999 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: Peter D.Houk,Chief Judge Circuit Court;Mike Bryanton,County Clerk; Ken Pierce, Ingham County; James Smiertka, Wendell Hall, City of Lansing - Law Department; Teri Cook, City of Lansing - Finance; John Clark, Randy Jobin, Stewart Dunnings, Prosecuting Attorney; Clark Construction;John Meyer, WTM Architects. It was moved by Mary Lannoye,supported by Gerald Ambrose to approve the minutes of February 5, 1999. Motion passed unanimously. John Meyer,WTM Architects,stated that they had met with current occupants of the Porter Building and discussed with them how make connections to the building and the phasing of the remodeling of their spaces. WTM recommends that openings between the Porter Building and the connector be made only when each floor of the Porter Building is completely renovated. Access between buildings in the interim will be by leaving one building and entering the other at grade level entrances. This will require two security screening locations until the Porter Building is renovated. The proposed phasing of access will minimize disruption of Porter Building occupants and will eliminate potential security problems related to construction activities in the Porter Building. John Meyer,WTM Architects,stated that their code consultant has advised them that the current Michigan Barrier Free Code states that every single toilet facility in every public building must be handicapper accessible. WTM believes this to be excessive and definitely affects floor plans. WTM proposed to make one toilet facility in each jury room compliant with pre-1997 laws and further proposes that judge's toilets meet the same requirements. It was moved by Mary Lannoye, supported by Robert Swanson to authorize John Meyer to file an appeal with the Michigan Department of Labor for a variance on the number of handicapper accessible toilet facilities with two judges suites, one on each floor, fully handicapper accessible. The rest of the toilet facilities would be compliant with pre-1997 laws. Motion passed unanimously. Minutes of City of Lansing/County of Ingham Joint Building Authority March 19, 1999 Page 2 Discussion was held with proceeding with a limestone exterior. The worst case result would be the need to increase the budget by $290,000.00. The authority requested that John Meyer report next month how to incorporate brick in place of limestone. John Meyer indicated the need to develop an alternative design for brick instead of limestone. John Meyer recommended a small addition to the southwest corner of the Porter Building to accommodate receiving, storage of recyclables and to provide access to the existing service elevator. This addition which is estimated to cost$175,000 has been considered part of the Porter Building project. However,they believe that it is most logically constructed concurrently with the new building. There would be many economic advantages as well as facilitating completion of site work and other related construction activities. John Meyer requests that the County authorize them to add this portion of the project to the new building and that it be funded accordingly. John Meyer stated he would need an answer within a month. Randy Jobin indicated, per his letter dated March 19, 1999 to the authority, there is some environmental remediation to be done on the project site. The approximate cost for the cleanup is$379,000. He indicated that this amount is not in the estimate of building costs or contingency and must be funded additionally to this project. Randy Jobin indicated that this problem has a potential for delaying the project. Robert Swanson recommended further discussions with the Department of Environmental Quality regarding the availability of site reclamation grants from the State. The authority asked James Smiertka to check on the title responsibility of previous owners. It was moved by Robert Swanson, supported by Mary Lannoye to pay the invoice for Wigen Tincknell Meyer & Associates, Inc.-Architectural Services No. 4 in the amount of $50,750.00. Motion passed unanimously. The authority moved the April 2, 1999 meeting to April 9,1999, due to Good Friday being a holiday. The authority reviewed the proposals for financial advisor and bond counsel. Discussion was held. It was the authority's decision to interview First of Michigan and Stauder Barch &Associates for financial advisor and Dykema Gossett and Howard &Howard for bond counsel at the next meeting. Minutes of City of Lansing/County of Ingham Joint Building Authority March 19, 1999 Page 3 James Smiertka indicated that the authority has draft copies of the contracts. Final copies will be available for approval at the April 9, 1999 meeting. Them ting adjou ned at 3:00 p.m. Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY GERALD W.AMBROSE ROBERT SWANSON Chairperson Secretary Sth Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer 1517)483-4505 CANCELLATION PUBLIC MEETING NOTICE The Special Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled for November 18, 1999 at 11:30 a.m. has been CANCELLED. ri � cn _°, CO CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY GERALD W.AMBROSE ROBERT SWANSON Chairperson Secretary 8th Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)483-4505 t.0 ifs t"3 LLi Q >— w CANCELLATION C5 c= PUBLIC MEETING NOTICE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled for November 5, 1999 at 9:00 a.m. has been CANCELLED. JOINT BUILDING AUTHORITY Gerald W. Ambrose Robert W. Swanson Chairperson Secretary 8`h Floor,Lansing City Hall Mary Lannoye 124 W.Michigan Avenue Treasurer Lansing,MI 48933 (517)483-4505 PUBLIC MEETING NOTICE TIME CHANGE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled to be held on Friday,November 5,1999 at 1:30 p.m.has been moved to November 5, 1999 at 9:00 a.m. in the First Floor Conference Room, Grady Porter Building, 303 W. Kalamazoo Street, Lansing, MI. r-- x co MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM �''` _ I ^+I ) Q JOINT BUILDING AUTHORITY LA1'''S'i'su CITY CLERK 16t Floor Conference Room April 9, 1999 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: Peter D. Houk, Chief Judge Circuit Court; C. Yvette Hawthorne, Adult Probation; Ken Pierce, Ingham County;Jack Roberts, City of Lansing- Law Department; Teri Cook, City of Lansing-Finance;Jim Venton, Randy Jobin, Clark Construction;John Meyer, WTM Architects. It was moved by Robert Swanson,supported by Mary Lannoye to approve the minutes of March 19, 1999 as amended. Motion passed unanimously. John Meyer,WTM Architects,stated that they have a meeting with the judges on April 20, 1999 to go over the design of the courtrooms. John Meyer also stated that WTM is working on getting an application for a waiver for handicapper accessible toilets. Randy Jobin,Clark Construction, stated that April 9,1999 was the end of the design stage and that the project was right on schedule. Randy Jobin stated that they would be sending out documents for bid by mid-July. Ground breaking is still targeted for October 1, 1999 possibly September 1, 1999. Randy Jobin, Clark Construction, stated that the project is right on budget. There is a $30,000 shortfall assuming limestone for exterior. Randy Jobin also indicated that they have had discussions with the Board of Water & Light for the use of chilled water for cooling for both buildings provided by the Board of Water&Light. Randy Jobin asked for authorization to proceed. It was moved by Robert Swanson, supported by Mary Lannoye for WTM to move to construction documents. Motion passed unanimously. Minutes of City of Lansing/County of Ingham Joint Building Authority April 9, 1999 Page 2 Jack Roberts was present with two contracts for approval. One with WTM Architects and one with Clark Construction. It was moved by Mary Lannoye, supported by Robert Swanson to sign the contracts. Motion approved unanimously. It was moved by Robert Swanson, supported by Mary Lannoye to pay the invoice for Wigen Tincknell Meyer & Associates, Inc.-Architectural Services No. 5 in the amount of $105,105.79. Motion passed unanimously. The proposal from Michigan Municipal Risk Management Authority was tabled until the May meeting. Mr.Enright,First of Michigan and Paul Stauder,Stauder,Barch&Associates were present and gave a brief presentation and answered questions regarding their proposal for Financial Advisor. Discussion was held after both presentations were finished. It was moved by Robert Swanson, supported by Mary Lannoye to select Stauder, Barch & Associates as Financial Advisor. Motion passed unanimously. Them ling adjourned at 3:47 p.m. WAOOI"-- Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority F I V-E CITY OF LANSING/COUNTY OF INGHAM 1,-- FEB 26 Pi'l 12: 08 JOINT BUILDING AUTHORITY LANSING CITY CLERIC GERALD W.AMBROSE ROBERT SWANSON Chairperson Secretary 8th Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)483-4505 PUBLIC MEETING NOTICE CHANGE The Regular Meeting of the City of Lansing(County of Ingham Joint Building Authority scheduled for March 5,1999 has been canceled. There will be a Special Meeting of the City of Lansing(County of Ingham Joint Building Authority meeting held on Friday, March 19, 1999 at 1:30 p.m. in the First Floor Conference Room,Grady Porter Building,303 W.Kalamazoo Street,Lansing,MI. MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM FL,..! 2 i' �� =� JOINT BUILDING AUTHORITY L 6112 C1 T Y CLER-K% 1"Floor Conference Room January 8, 1999 Grady Porter Building Friday, 1:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 1:50 p.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Robert Swanson. Member(s) Absent: Mary Lannoye 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; Mike Carpenter, Sheriff's Office; Kathaleen Rae Price, Prosecuting Attorney; James Smiertka, City of Lansing-Law Department;Teri Cook,City of Lansing-Finance;John Clark,Randy Jobin,Clark Construction;John Meyer,WTM Architects;Bob Rabeler,Brian Burke,Soil and Materials Engineers, Inc. It was moved by Robert Swanson, supported by Gerald Ambrose to approve the minutes of December 4, 1998. Motion passed unanimously. The Authority reviewed a letter dated January 5, 1999 from Soil and Materials Engineers, Inc. with their results from the preliminary soil samples. Gasoline was found in the soil samples from a previous gas station. At this point, they do not know the extent of the contamination. It was moved by Robert Swanson, supported by Gerald Ambrose to authorize WTM Architects to have Soil and Materials Engineers, Inc. proceed with a detailed assessment of the construction site not to exceed $18,500.00. Motion passed unanimously. John Meyer,WTM Architects,presented four scenarios on the Consolidated Courts Facility and the Grady Porter Building. Discussion was held. It was made clear that any decision to increase the budget beyond $17.5 million would require approval from the County Commission and the City Council. The architects and construction manager agreed to provide alternatives to get to $17,500,000 without reducing the square footage of the building. They also indicated they would need Joint Building Authority approval to proceed by February 5, 1999 in order to remain on schedule. Minutes of City of Lansing/County of Ingham Joint Building Authority January 8, 1999 Page 2 It was moved by Robert Swanson, supported by Gerald Ambrose to pay the invoice for Wigen Tincknell Meyer & Associates for architectural services for $9,733.11 and Clark Construction Company for consolidated courts kick-off reception for $2,360.75. Motion passed unanimously. The Authority read and placed on file all communications received. The meetina adjourned at 3:16 p.m. �di4w'fe�' Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority J" CITY OF LANSING/COUNTY OF III, _lj�wll �, JOINT BUILDING AUTHORI " M, 32 A1110: 45 GERALD W.AMBROSE LANSING OSERT SWANSON Chairperson Secretary 8th Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)483-4505 PUBLIC MEETING NOTICE CHANGE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled for April 2,1999 has been canceled. There will be a Special Meeting of the City of Lansing/County of Ingham Joint Building Authority meeting held on Friday,April 9,1999 at 1:30 p.m.in the First Floor Conference Room, Grady Porter Building,303 W. Kalamazoo Street,Lansing,MI. R E:C E I V 17 CITY OF LANSING/COUNTY OF INGHAM FEC 26 p�; 12: 08 JOINT BUILDING AUTHORITY LANSING CITY CLERK GERALD W.AMBROSE ROBERT SWANSON Chairperson Secretary 8th Floor,Lansing City Hall 124 W.Michigan Avenue MARY LANNOYE Lansing,Michigan 48933 Treasurer (517)483-4505 PUBLIC MEETING NOTICE CHANGE The Regular Meeting of the City of Lansing/County of Ingham Joint Building Authority scheduled for March 5,1999 has been canceled. There will be a Special Meeting of the City of Lansing/County of Ingham Joint Building Authority meeting held on Friday, March 19, 1999 at 1:30 p.m. in the First Floor Conference Room,Grady Porter Building,303 W.Kalamazoo Street,Lansing,MI. MINUTES OF THE CITY OF LANSING/COUNTY OF INGHAM JOINT BUILDING AUTHORITY IP 2:: C O 1"Floor Conference Room February 5, 1999 Grady Porter Building Friday, 1:30 p.m. 303 W. Kalamazoo Street Lansing, MI 48933 The meeting was called to order at 1:32 p.m. by Gerald Ambrose, Chair. Members Present: Gerald Ambrose, Mary Lannoye. Member(s) Absent: Robert Swanson Others Present: Jody Kranz,Circuit Court,Peter D.Houk,Chief Judge Circuit Court;Ken Pierce,Ingham County;Kathaleen Rae Price,Prosecuting Attorney;Jack Roberts,Wendell Hall,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 Mary Lannoye,supported by Gerald Ambrose to approve the minutes of January 8, 1999. Motion passed unanimously. John Meyer,WTM Architects,stated that they had met with three County committees and received the support of the committees. On Thursday, February 4, 1999, he met with the City's Intergovernmental Relations. No action was required by this committee but the committee fully supported to proceed with this project. The City's Intergovernmental Relations Committee indicated that they did want limestone on the exterior of the building. Gerald Ambrose indicated that the three committees and the Board of Commissioners passed everything. The Board of Commissioners will be adopting a resolution on Tuesday, February 9, 1999. Gerald Ambrose stated that in discussion that the committees indicated an interest in developing a plan to renovate the Grady Porter Building on a phased basis over the next several years. Discussion was held regarding parking once construction starts. It was indicated that by mid-August parking spaces would be lost. Alternate arrangements would need to be made. Minutes of City of Lansing/County of Ingham Joint Building Authority February 5, 1999 Page 2 It was moved by Mary Lannoye,supported by Gerald Ambrose to approve the preliminary design concept and authorization to proceed with design development phase for the new courts building. Motion passed unanimously. Gerald Ambrose noted that Robert Swanson had indicated that he supported this action and would have voted for it had he been present. John Meyer indicated that the preliminary report on the environmental investigation is that the contamination is limited to the northwest corner of the property but he does not have the final report. Wendell Hall was present to give the status of the contracts. Wendell Hall stated that the contracts are almost completed but there are a few language items that need to be covered, including a liquidated damage provision. Most important part is an absolute completion date of June 30, 2001. There will be a move-in date of June 15, 2001, with complete occupancy by June 30, 2001. Contracts are both fixed priced and set fees. Gerald Ambrose thanked the City Law Department for all their work on the contracts. It was moved by Mary Lannoye, supported by Gerald Ambrose to pay the invoice for Wigen Tincknell Meyer & Associates in the amount of$91,226.52. Motion passed unanimously. The Authority read and placed on file all communications received. Gerald Ambrose indicated that proposals were received for Bond Counsel and Financial Advisors. Authority members need to review at the next meeting or schedule a special meeting. The ling djou ed at 2:00 p.m. Robert W. Swanson, Secretary City of Lansing/County of Ingham Joint Building Authority