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HomeMy WebLinkAbout2005 BUILDING & GROUNDS COMMITTEE December 5, 2005 4:00 p.m. Council Chambers Members present: Chairperson Kincaid, Cole, Greenwood. Moved by Kincaid, seconded by Cole that the Agenda, as amended to delete Item No. 5, be approved. Ayes: Two. Absent: Greenwood. Motion carried. Greenwood now present at 4:01 p.m. The request of the Building Official/Maintenance Administrator for authorization to begin the process of review, development and to seek bids for signage for Carnegie Annex at an estimated cost of$3,000.00 was reviewed. The Carnegie Annex is on the National Historic Register, with five city departments occupying the Annex. Temporary signs have been installed. The design has to be approved by the Historical Commission and Downtown Design Review. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to seek bids for chair replacement at the Five Sullivan Brothers Convention Center was reviewed. The Center, when built, was stocked with 3,000 new units. Over the years of operation, the usable stock of chairs is down to 1,500. Frame failure has been the major cause for the dwindling numbers. When the major renovation at Five Sullivan Brothers Convention Center occurred in 2002, the city reupholstered 1,500 chairs at a cost of $7.00 per unit. These units are beginning to break down. A public hearing has been scheduled for December 12, 2005 to open bids for 1,500 new units. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for approval of additional expenditure in the amount of $598.00 for cooler/freezer door replacement at Five Sullivan Brothers Convention Center was reviewed. Because of unforeseen costs (the door jams on both the cooler and freezer doors needed to be replaced), the total project cost is $4,348.00. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. The request of the City Planner for approval of Development Proposal Packet to be used for the former Dell Oil site located at 18th and Black Hawk Streets was reviewed. The city acquired the former Dell Oil site as part of the 18th Street Bridge Replacement Project. The site is approximately 1.8 to 2 acres in size and would be ready for development. The Development Proposal Packet has been used for other sites on Greenhill Road and the former Van Eaton school site and allows the council to evaluate a potential developer's plans for the site as well as offering price. The city paid $300,000.00 for the land at this site. The city would be required to pay back a percentage of the sale proceeds to the Iowa Department of Transportation due to the state funds used for the acquisition. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The agreement with S & J Construction to lease approximately 1,600 square feet of cold storage space at the former Black Hawk Sprinkler Building was reviewed. The city acquired the building that housed Black Hawk Sprinkler located at 1100-1106 Sycamore Street as part of the East Riverfront Housing Project. Steve Santomauro of S & J Construction has requested to lease the approximately 1,600 square feet of cold storage space at a cost of$300.00 per month for the purpose of storing equipment related to his business Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:11 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE November 14, 2005 4:55 p.m. Council Chambers Members present: Cole, Welper. Members absent: Kincaid, Greenwood. As Mayor Pro Tern, Welper filled in as a member of the committee. Moved by Welper, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Absent: Kincaid, Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to seek bids for two furnace units at the Police Training Center was reviewed. The Police Training Center has two furnace units to heat and cool the facility, with both units approximately 20 years old. Examination of the units revealed a cracked heat exchanger in one of the units. The estimated cost of the project is $6,000.00 to $8,000.00. Moved by Welper, seconded by Cole that said request be approved. Ayes: Two. Absent: Kincaid, Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to seek bids for carpet for the Carnegie Annex/Community Development area was reviewed. The carpet has begun to fray and deteriorate and has become a tripping hazard. Moved by Welper, seconded by Cole that said request be approved. Ayes: Two. Absent: Kincaid, Greenwood. Motion carried. With no further business before the committee, it was moved by Welper, seconded by Cole that the meeting be adjourned at 5:02 p.m. Ayes: Two. Absent: Kincaid, Greenwood. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE November 7, 2005 4:35 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to purchase humidifiers for the Public Library at a cost of$8,760.00 was reviewed. Bids were received from Dalton Plumbing, Heating and Cooling Inc., Applied Mechanical Products Inc. and Fereday Heating Co. It was the recommendation of the Building Official/Maintenance Administrator that the bid from Dalton Plumbing, Heating and Cooling Inc. in the amount of$8,760.00 be accepted. Moved by Cole, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Kincaid that the meeting be adjourned at 4:37 p.m. Ayes: Two. Absent: Greenwood. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE October 24, 2005 4:40 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for approval of three-year agreement with Altorfer Power Systems to service emergency power generating systems for the Airport, City Hall and Water Pollution at a cost of$4,485.00 per year was reviewed. Two of the generators are powered by Caterpillar engines and one by Detroit. The only authorized dealer in the Cedar Valley that services power-generating systems is Altorfer Power Systems of Cedar Rapids, Iowa. An extremely important part of servicing power-generating systems is megging the generator, ensuring the generator will produce the power when the engine starts. The city does not have that capability. The agreement with Altorfer Power Systems calls for three annual payments of$4,485.00 per year with a three-year contract, totaling $13,455.00 for the three-year period. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:43 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE October 17, 2005 4::20 p.m. Council Chambers Members present: Chairperson Kincaid, Welper. Members absent: Greenwood, Cole. Due to a lack of a quorum of committee members, Mayor Pro Tern Welper sat in as a voting member. Moved by Welper, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood, Cole. Motion carried. The request of the Building Official/Maintenance Administrator for approval of a proposal from Services Roofing to repair Sections A and B on the City Hall roof at a cost of$18,765.00 was reviewed. This section of the roof is over 30 years old, and its deterioration has resulted in the ceiling failure in some sections of the Council Chambers. Service Roofing was the low bidder on the build-up roof application for the 2002 roof replacement project at Center For The Arts at a cost of$7.00 per square foot. Service Roofing has submitted a cost of$6.88 per square foot for Section A and $6.33 per square foot for Section B. Councilperson Welper stated he spoke with Jim Walsh, City Attorney, and was told that if the cost is under $25,000.00 the city does not have to seek bids. Moved by Welper, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood, Cole. Motion carried. The Encroachment Agreement with David Leonhart to build a 2.5 foot tall wrought iron fence along an existing row of hedges located along Frederic Avenue and Maryland Avenue within the public right-of-way was reviewed. Mr. Leonhart has noted that the fence is being proposed for safety as well as aesthetic reasons, and that the fence posts would be placed into receivers driven into the ground, allowing the fence to be easily removed. The Engineering Department has indicated their objection to the request noting that encroachments into public streets are against city code and would set a precedent for other encroachments. Councilperson Welper reported he met with the family and a member of the Planning, Programming & Zoning Commission. Councilperson Welper stated there other neighbors with material on city right-of-way, and he does not see a problem with approving this one. Staff discussed other areas in the city where citizens were had put fences or other plant material on city right-of-way, and they were required to remove it. Councilperson Gunderson noted that a neighbor a block from this location has a retaining wall on city right-of-way. Moved by Welper, seconded by Kincaid that said agreement be forwarded to the full council. Ayes: Two. Absent: Greenwood, Cole. Motion carried. The Encroachment Agreement with Depot Restoration (Heaton & Adams) for a parking area along former Bluff Street, between West 4th and West 5th Streets within public right-of-way was reviewed. Staff has recently received a request from Depot Restoration to hard surface an area they have been using as parking along former Bluff Street, between West 4th and West 5th Streets. As a part of the request to hard surface the existing vehicular use area, the Engineering staff discovered the parking area utilizes approximately 20 to 25 feet of city right-of-way. Due to the existence of a sewer interceptor within this right-of-way, staff does not believe the city should dispose of the property. The encroachment agreement would allow the business to continue to use the area for parking. Moved by Welper, seconded by Kincaid that said agreement be approved. Ayes: Two. Absent: Greenwood, Cole. Motion carried. With no further business before the committee, it was moved by Welper, seconded by Kincaid that the meeting be adjourned at 4:42 p.m. Ayes: Two. Absent: Greenwood, Cole. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE October 10, 2005 4:45 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to install a set of walk rails at Byrnes and Gates Pools at a cost of$16,800.00 was reviewed. Lou Cutwright, Building Official/Maintenance Administrator, reported after conversation with Leisure Services they would like to table this item indefinitely. They will investigate other ways to provide handicap accessibility and maybe other contractors who could provide this services. Mr. Cutwright asked that this item be tabled until next spring. Moved by Cole, seconded by Kincaid that this item be tabled at the request of the Building Official/Maintenance Administrator. Ayes: Two. Absent: Greenwood. Motion carried. The following bids received for carpeting of Rooms 10-13 at the Five Sullivan Brothers Convention Center were reviewed: Bidder Bid Amount Brian Hayes $17,142.76 Dimensions $17,974.36 Flooring Gallery $13,885.64 It was the recommendation of the Building Official/Maintenance Administrator that the low bid from Flooring Gallery in the amount of$13,885.64 be accepted. Moved by Cole, seconded by Kincaid that said recommendation be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to prepare plans and specifications for concrete replacement at Fire Station No. 1 was reviewed. There is an extensive area around Station 1 that has failed. Some of it has been undermined by erosion, and the Fire Chief has restricted this area from the larger units. Moved by Cole, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of the Building Official/Maintenance Administrator for approval of proposal from Service Roofing to repair Sections A and B on the City Hall roof at a cost of$18,765.00 was reviewed. Councilperson Cole asked if this project should be put out for bid. Lou Cutwright, Building Official/Maintenance Administrator, stated that Service Roofing was the low bidder for the 2002 build-up roof replacement project for the Center For The Arts. That project came in at $7.00 per square foot. Service Roofing performs all repairs on city roofs and is a Waterloo- based company. Mr. Cutwright stated that Sections C and D are eighteen years old and appear to be in good condition. Membrane roof vs. build-up roof was discussed. Once the roof has been repaired, the ceiling in the Council Chambers will be repaired. Repairs were made to the roof last year to stop water dripping in on the ceiling, and we won't know how much damage there was to the ceiling until it is opened up for repairs. Councilperson Cole stated she understands Mr. Cutwright wanting to stay with Service Roofing, but she would be more comfortable if this project is put out for bid. Mr. Cutwright suggested that if the committee decides to put this project out for bid, he would like to change the scope of the work to bid out Sections A, B, C and D because Service Roofing's quote on Sections A and B is now public information. Councilperson Gunderson suggested that the bid proposal ask for quotes for Sections A and B, Sections C and D, and then a total for all four sections. Moved by Cole, seconded by Kincaid that this item be tabled for one week to consult with legal counsel concerning the bid requirement for this project. Ayes: Two. Absent: Greenwood. Motion carried. ua)iag ICaugN •pauwuo uoUUoJ •pooMuaa.IO :Iuasgv •omi :so/Cy •urd SO:S ie pau.morpg aq 2uu00ui aql pi ouDI Aq papuooas `aioj Aq pa/um' stm p `aamuiuioo 0q1 aiojaq ssauisnq.eau nj ou gum Z aud SOOZ `0I .iago1DO aamuzutoD spunoiO 28 SuIplmg 40, BUILDING& GROUNDS COMMITTEE October 3, 2005 4:55 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. A es: Three. Motion carried. Y The request of the Building Official/Maintenance Administrator for authorization to install a set of walk rails at Byrnes and Gates Pools at a cost of$16,800.00 was reviewed. This item was tabled at the September 26, 2005 committee meeting. Councilperson Greenwood inquired why the walk rails were not included in the original plans for the renovation of the pools and asked if they would be a safety hazard. Lou Cutwright, Building Official/Maintenance Administrator, reported that the walk rails were not included in the original project because there was not enough funds in last year's budget. Mr. Cutwright stated he did not feel they would be a safety hazard because life guards would be on duty. Mr. Cutwright asked the committee to table this item to allow him time to discuss the walk rails with Paul Huting, Leisure Services Director. Moved by Cole, seconded by Greenwood that said request be tabled for one week. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:58 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE September 26, 2005 4:30 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Greenwood, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to install a set of walk rails at Byrnes and Gates Pools at a cost of$16,800.00 was reviewed. The ADA law on accessibility requires a set of walk rails or handrails to assist those with disabilities to walk into the water. Chester Pool System has provided service on both pools throughout the renovation process and would install the walk rails. The total cost for the project is $16,800.00. Councilperson Greenwood asked why the walk rails were not included in the original project. Since the Building Official/Maintenance Administrator was at a conference, the committee decided to table this request until he is available to answer questions. Moved by Cole, seconded by Greenwood that this item be tabled for one week. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to upgrade the former Black Hawk Sprinkler Building at a cost of $8,147.00 was reviewed. The building is being used by the Police Department, Engineering Department and Building Maintenance Department. The following bids were reviewed: Bidder Bid Amount Don Gardner Construction $ 8,147.00 Magee Construction $14,150.00 Kidder Construction $14,715.00 It was the recommendation of the Building Official/Maintenance Administrator that the bid from Don Gardner Construction in the amount of$8,147.00 be accepted. Members discussed the upgrade cost versus the length of time the city would be able to use the building. Don Temeyer, Community Planning & Development Director, indicated it would depend on the Deeds project and how quickly his buildings would be built. Mr. Temeyer stated it could be three to five years before this land would be needed for the Deeds project. Moved by Greenwood, seconded by Cole that the bid from Don Gardner Construction in the amount of$8,147.00 be approved. Ayes: Ayes. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:40 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE September 19, 2005 4:25 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood. Absent: Cole. Moved by Kincaid, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Two. Absent: Cole. Motion carried. The request of the City Planner for approval of acquisition of railroad property located along the Cedar River to Mulberry Street near Crystal Distribution for$42,487.50 was reviewed. Staff has been working on the acquisition of land in the Rath area for redevelopment purposes. The city has acquired properties surrounding the Rath Administration Building, including dilapidated homes and vacant lots along Elm Street to the west of the Rath Administration building site. Approval of acquisition of the former Loading Dock bar located at 1436 Sycamore Street is on the September 19, 2005 council agenda. Staff has been in conversation with Chicago, Central & Pacific Railroad Company regarding the land formerly used for rail line purposes. The property would equate to approximately 77,250 sq. ft. (1.77 acres) and is priced at $0.55 per square foot, or $42,487.50. Similar land in the area has been appraised at $0.50 per square foot. Purchase of this property would allow for a larger development parcel for future redevelopment of the area. Rath Go Bonds will be used for funding for costs of acquisition of the property. Moved by Greenwood, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Cole. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Kincaid that the meeting be adjourned at 4:28 p.m. Ayes: Two. Absent: Cole. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE September 12, 2005 4:50 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of Chase Auto to purchase right-of-way located within their salvage yard for $6,200.00 less the cost of surveying was reviewed. Staff has been working with Chase Auto to finalize some previous vacation and conveyance activities on their site dating back to the early 1980s. At that time, Chase Auto vacated and purchased many portions of the unneeded city right-of-way within their site at 1041 Sheffield Avenue. The portions of the vacated areas that were not conveyed were not finalized due to a third party owning the site and Chase Auto leasing the land from them. Once Chase Auto purchased the land, there was no follow up to finalize the vacated conveyances. Chase Auto recently had the property they would be purchasing from the city appraised and are offering to purchase it for that amount minus any necessary surveying costs. The sale of the property to Chase Auto would meet the Sale of Property Policy and allows an existing business to utilize unneeded city-owned property for business purposes. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the City Planner to acquire property located at 1435 Sycamore Street for $41,000.00 was reviewed. Staff has been working on the acquisition of land in the Rath area for redevelopment purposes. The city recently acquired properties surrounding the Rath Administration Building, including dilapidated homes and vacant lots along Elm Street to the west of the Rath Administration site. The former Loading Dock bar lies within this same block at 1435 Sycamore Street. The site is assessed at $30,510.00 and was purchased in February 2005 for $40,000.00. Harold Nichols, owner of the site, has indicated he would sell the site to the city for $41,000.00. Rath GO Bonds would be used to purchase the property. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 5:00 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE September 6, 2005 4:45 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to replace compressor in air conditioner at Young Arena at a cost of$6,421.00 was reviewed. Bids were received from Young Plumbing & Heating Co. and Air Services Inc., with Air Services Inc. the low bidder. Councilperson Gunderson noted that the bid from Air Services Inc. was quite a bit lower and he asked if there will be additional charges. Lou Cutwright, Building Official/Maintenance Administrator, responded he contacted Air Services and the bid includes a complete cleanup of the system. The bid does not include repairing any problems that may have caused the failure. Councilperson Clark asked if this is a new warranty and Mr. Cutwright responded it is a new unit and it will have a regular warranty. Councilperson Greenwood asked if the study by Johnson Controls included inspection of this unit. Mr. Cutwright responded the study is ongoing and he will meet with them in mid-September to review the study. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to purchase sixty 18" x 96" tables for the Five Sullivan Brothers Convention Center at a cost not to exceed $6,000.00 was reviewed. Three quotes were received, and Techline Studio submitted the lowest bid. Councilperson Gunderson noted there was quite a disparity between the low bidder and the other bidders and asked if specifications were written. Mr. Cutwright responded specifications were written for the tables, and he looked at all the products and the low and high bid tables were pretty much the same. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to repair walk- in cooler and freezer at the Five Sullivan Brothers Convention Center at a cost not to exceed $3,750.00 was reviewed. The doors on the freezer and cooler for the kitchen need to be replaced. The unit is the age of the building, and the electrical also needs work. Councilperson Gunderson asked if under the new contract with the hotel are they obligated to assist with maintenance at the Center, and Mr. Cutwright responded the city is required to maintain all the equipment. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to purchase carpeting for Rooms 10-13 at the Five Sullivan Brothers Convention Center at a cost of $11,858.70 was reviewed. Three bids were received and Brian Hayes was the low bidder at a cost of$11,858.70. Councilperson Greenwood commented that when the city did renovation of the Five Sullivan Brothers Convention Center, Mr. Cutwright stated that would bring the Center into the 21 St Century and now he is asking to install new carpet and painting. Mr. Cutwright responded that during the renovation project two or three years ago, Rooms 10-13 were not included because they had been carpeted six or years prior so they were not included in that project. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. Moved by Greenwood, seconded by Cole that the request of the Building Official/Maintenance Administrator for approval of painting project at Five Sullivan Brothers Convention Center at a cost of$15,270.00 be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 5:02 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE August 22, 2005 4:40 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. Councilperson Greenwood now present at 4:42 p.m. The proposal from the International Brotherhood of Electrical Workers—Local Union 288 to pay cost of materials and installation of flagpole, flags and electrical supplies at the Welcome to Waterloo sign on Highway 63 North was reviewed. In August 2003, a proposal was considered and approved for installation of a flagpole a the Welcome to Waterloo sign on Highway 63 North. Rick Hurtado proposed to raise funds privately to cover the estimated cost of the flagpole and two to three flags per year. Mr. Hurtado has approached the Traffic Operations Department with the same proposal, including the cost of materials and installation of lighting for the flagpole. Funding for the project will be available through the International Brotherhood of Electrical Workers — Local Union 288 and the Community Foundation. Moved by Cole, seconded by Greenwood that said proposal be accepted and approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:43 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE August 15, 2005 4:20 p.m. Council Chambers Members present: Cole, Welper. Members absent: Greenwood, Kincaid Due to a lack of quorum, Mayor Pro Tern Welper filled in for one of the absent member. Moved by Welper, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood, Kincaid. Motion carried. The request of the Community Planning & Development Director to approve proposals received to market the former Hy-Vee building at 2052 Logan Avenue was reviewed. With the opening of the new Hy-Vee store across from Logan Plaza, the city is obligated to make loan payments at the existing store until July 31, 2006. Staff received two proposals for the sublease of the Hy- Vee space. Lockard Realty proposes a 5 percent commission based on the original lease term. Nooren Commercial Group proposes 6 percent of the total gross consideration should they procure a tenant for the building. Don Temeyer, Community Planning & Development Director, recommended that the city accept the proposal from Lockard Realty at the 5 percent commission as it is the low bid. The agreement will be forwarded to the full council for approval. Moved by Welper, seconded by Cole that the proposal from Lockard Realty at 5 percent commission to sublease the former Hy-Vee building located at 2052 Logan Avenue be approved. Ayes: Two. Absent: Greenwood, Kincaid. Motion carried. With no further business before the committee, it was moved by Welper, seconded by Cole that the meeting be adjourned at 4:26 p.m. Ayes: Two. Absent: Greenwood, Kincaid. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE August 8, 2005 4:40 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of Habitat for Humanity to purchase city-owned property generally located at the northwest corner of Thompson Avenue and Mulberry Street for $1.00 was reviewed. Habitat for Humanity would build a new single-family home with a value of around $90,000.00. The sale would allow for development of infill housing. The property has an assessed value of$1,420.00. The property taxes the city would collect on a home near $90,000.00 would be approximately $774.00 per year. At an 8-year time period, the amount credited towards the purchase would be $6,192.00. Staff believes this to be a fair price and recommends approval with the execution of a development agreement stipulating Habitat for Humanity would have to start construction of the home within 24 months of approval. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:42 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE August 1, 2005 4:15 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood. Absent: Cole. Moved by Kincaid, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Two. Absent: Cole. Motion carried. Lou Cutwright, Building Official/Maintenance Administrator, updated the council on equipment upgrade and the interior building of the Five Sullivan Brothers Convention Center. The city entered into a new agreement with Watermark Hotel Equities LLC on May 23, 2005 for the management of the Five Sullivan Brothers Convention Center. With the approval of the agreement, there are areas at the Center in need of updating and/or renovation. The area of the building equipment, which includes chillers, air handlers, boilers, etc., was identified in a major study by Johnson Controls showing major upgrading was needed that could save the city thousands in energy use and equipment. The project was started last year, with a $119,000.00 contract with Johnson Controls. The total upgrade was stalled because a formal agreement did not exist with the new owners of the Ramada Inn. Mr. Cutwright is requesting authorization to move forward with the second phase. The building and service equipment for banquets, etc. is the second area that needs to be addressed. The major renovation of the restrooms throughout the building, Exhibition Hall and second floor carpet and air walls was a success in bringing the Center into the 21st century. Mr. Cutwright reviewed other areas that need to be improved such as entrance doors of both lobbies, Rooms 10-13 are in need of carpet, painting, air-walls, etc., purchase of new stackable chairs, continue with replacement of tables, renovation of service area in the lower level, and upgrading kitchen equipment. Mr. Cutwright presented a three year capital plan for the Five Sullivan Brothers Convention Center from FY05 thru FY07. There is approximately $102,000.00 remaining from the FY05 Budget, and $125,000.00 in CIP was budgeted for FY06 to continue upgrading the building and equipment, for a total of $227,000.00. All items will be brought to the Finance Committee before expenditures are made, and a public hearing and bid letting will be brought before the council for any expenditures exceeding $25,000.00. Dennis Law from the Ramada Inn reported that the number of events has increased, which is due to a better job targeting organizations and people, better service, additional sales force and the city's investment at the Center. Moved by Greenwood, seconded by Kincaid that the Building Official/Maintenance Administrator be authorized to move forward with the improvements, subject to expenditures being brought before the Finance Committee and Council approval for expenditures over $25,000.00. Ayes: Two. Absent: Cole. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Kincaid that the meeting be adjourned at 4:31 p.m. Ayes: Two. Absent: Cole. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE July 11, 2005 4:50 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of Cingular Wireless to lease city-owned property located within MidPort America Industrial Park to construct a monopole cell tower, inside of the Waste Management fenced area just off Airline Highway and southeast of Con Agra Pudding Plant was reviewed. Cingular Wireless is requesting to construct a monopole cell tower to enhance and meet their coverage requirements in the area of the Airport. Cingular Wireless would pay the city $700 per month for the site. The lease is structured as a five-year lease with four additional five-year increments, or a 25-year lease length. The monopole structure would have the flush mount antennae design, meeting the definition of camouflaged under the Waterloo Zoning Ordinance. The proposed structure would still need to go to full council for the approval of the lease and to be determined as a minor change to the M-2,P Planned Industrial District. Staff believes the erection of the cell tower will not be detrimental to the continued development of the industrial area and will help to continue wireless services to the area. By locating within the fenced area, it is also not disrupting the development of any platted lots within this area for future industrial development. The Waterloo Airport Commission reviewed the request at their June meeting and has recommended approval to the council. Moved by Cole, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Kincaid that the meeting be adjourned at 4:53 p.m. Ayes: Two. Absent: Greenwood. Motion carried. Nancy Eckert City Clerk VOID �ift3 Jaxag XoueN -palm uoifow •oo.uI , :saAy •urd gg:j7 pauinofpi aq 2uiiaauu ay Try atop Xq papuooas `poomuaaJD Xq panotu SUM p `aafpuiauoo ay aiojaq ssauisnq .iay.znj ou !pm •patuio uoifoj, •aaJtij :sapid •pano.Jdde aq isanbal pies Try poomuaaJD Xq papuooas `aio3 panoyAI .spun all Jo airs auf Xmodtuaf si uoifpooi aReu.5is ay pue aps siq Jo fuauidoianap JoJ A.iessaoau pauiaap sip Ji suds ay anotua.J pinom NDN f�uf guipuefsJapun aui tipm suds ire.ioduuai auI wooi of pawn!'" NDN azuoipnu of 2uipuaurtuooal si 3jufg •agru2is iipuns lap Xq paumbaa si EOM ai2uiup iensin ay Jo apisino pafeooi 2uiaq Aq uoifoasniui ay nau suiaigozd irnsin fur pionr of joeq ias aq pinom u2is ati1, •ooi.zaiem umofumop u! £91iimg2!H 2uoie ioi 2upp d sMio atif of fuaoifp1 pur 2uipimq s<Azzy iauuoj ay aq pinom a eu2Is auf Jo aps pasodoid aq j •2uipuad s! spun tuniuituopuoo auf Jo airs ay aiitim X.n iodtuaf aq pinom pue asn paffiuuad si Afiadozd Jo fuatuasi1Janpr par airs .1oJ aRru2Is Jo uotieooi ati1 •p0main0.1 SUM ails fuatudojanapaa tuoffoyaiut1 JatuIOJ ay Jo fuatuaspianpe auf JoJ Xpadoad paumo-kpo uo suds Xmodtuaf afeooi of papturi NDN Jo fsanbal atiZ •paiuwo uouoyAI •00J4Z :saXy •panozdde aq `pasodoid sr `epua2y atif poomuaaJD Aq papuooas `aioD panolAI •aio3 `poomuaaaf `preoui}I uosJadireti3 :fuasald s.zaquioj j sJaqure43 iiouno3 •urd SS:j7 SON `LZ aunr ��L,LIY�IY�iO� SQNI102IJ 7g JNIQ'III1H BUILDING & GROUNDS COMMITTEE June 20, 2005 4:30 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Greenwood, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of Shelter Construction to purchase vacant city lots located between 1903 Lafayette and 1919-1921 Lafayette Street for $1.00 was reviewed. Shelter Construction, under the name of Three Kids and A Dog, LLC, will be working to develop new housing within the Enterprise Zone. As part of this development, they are requesting to acquire city-owned property (vacant lots) generally located between 1903 Lafayette and 1919-1921 Lafayette Street. The city acquired the lots as part of demolition to two homes in this area. Shelter Construction was recently awarded Community Development funds for the construction of two new homes. They are working to build four new homes to qualify for the State Enterprise Zone incentives. They currently have three lots and would build one or two homes on the city-owned property. The property is valued at $3,870.00 for both lots. One new homes valued at $120,000.00 would pay approximately $1,260.00 in new taxes per year, which would repay the difference in 3.07 years, and would meet the city's Sale of Property Guidelines. The homes would be stick-built, split level homes. Staff believes this to be a fair price and appropriate use for the lots, located across the street from Lafayette Park and surrounded by other residential structures. Staff recommends approval of the sale of the lots with the stipulation that Three Kids & A Dog LLC sign a development agreement for start of the construction of the home within six months of approval. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of Willard Frost to lease 70 acres of land generally located west of the creek along the border of the Northeast Industrial Park was reviewed. Due to eminent expansion plans for the industrial park area, the city was preparing for the construction of a roadway in this area and did not intend to farm it for this year. Due to an update of upcoming expansions, the city will not be building the new roadway until at least next year. Although it is late in the season, Willard Frost is willing to farm the acreage. The alternative is that the area would be overgrown with weeds and may need to be mowed by the city. It is staff's recommendation to proceed with the lease with Willard Frost to farm the area. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:37 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE June 6, 2005 4:00 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood. Members absent: Cole. Moved by Greenwood, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Cole. Motion carried. The request of the Building Official/Maintenance Administrator for approval of bid received from Scott's Electric in the amount of$10,446.73 for relighting Central Garage was reviewed. A safety inspection of the shop area in the Central Garage pointed out two areas that need correction. The overall lighting does not meet adequate lighting standards for shop safety, and the present lighting used for bench work is unsafe. The bench lights are supported by the air-line supplying air for the shop and the fluorescent tubes are not protected. Contractors were called to bid the relighting of Central Garage. The low bid was from Scott's Electric for a total cost of $10,446.73, with a MidAmerican Energy rebate of$1,500.00 making the total cost of the project about $9,000.00. Moved by Greenwood, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Cole. Motion carried. The agreement with Mike Cook to lease approximately six acres of city-owned property generally located on the south side of Martin Luther King Jr. Drive for $300.00 per year was reviewed. The land was acquired as part of the Martin Luther King Jr. Drive project. A portion of the property is located in City View and north and south of Martin Luther King Jr. Drive with a drainage area down the middle. Moved by Greenwood, seconded by Kincaid that said agreement be approved and forwarded to the full council for approval. Ayes: Two. Absent: Cole. Motion carried. With no further business before the council, it was moved by Greenwood, seconded by Kincaid that the meeting be adjourned at 4:05 p.m. Ayes: Two. Absent: Cole. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE May 23, 2005 3:40 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to seek bids for the cleaning contract for City Hall, Carnegie Annex and the Police Training Center was reviewed. Lou Cutwright, Building Official/Maintenance Administrator, reported that Cues has performed the janitorial services for the past two years. There have been conversations with them concerning cleanliness with significant improvements. The Police Department, Mayor's office and Clerk's office have had complaints concerning the service. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to proceed with development of plans and specifications for repairs to Fire Station No. 1 was reviewed. The repairs include: 1. The brick and granite joints show signs of bad deterioration, and in some cases, the caulk or mortar is totally missing. Upon inspection, some granite parapet stones have shifted and need to be reset. 2. The concrete drive around the south and east side of the station has deteriorated, and some areas have been undermined by surface water flow to the extent the Fire Chief has restricted heavy engine traffic in the area. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for approval of Change Order No. 2 with McGill Restoration at a cost of $26,000.00 for application of a three coat sealing membrane at the East and West 5th Street Parking Ramps was reviewed. On November 11, 2004 the council awarded a contract to McGill Restoration of Omaha, Nebraska for the restoration and top coating of the upper deck of the East and West 5th Street Parking Ramps. The contract documents required all bidders to bid a two coat coating system. The prevailing contractor, because of the unknown amount of delaminated concrete, submitted Change Order No. 1 for concrete repairs at a cost of$40,590.00. Change Order No. 1 was approved by the council on November 22, 2004, and the concrete restoration has been completed. McGill Restoration is set to begin application of the sealing membrane in June with a two coat system, which has a five year warranty. In January of this year, McGill Restoration contacted Lou Cutwright, Building Official/Maintenance Administrator, and recommended going to a three coat system, which would double the life cycle of the membrane system. To achieve the same protection with only two coats, the city would have to recoat in five years at a cost of approximately $60,000.00 to $75,000.00. The Building Official/Maintenance Administrator believes the additional investment in the coating will protect the original investment for a longer period at a cheaper cost to the taxpayers. Mr. Cutwright reported he contacted the other original bidders for a price to apply the three coat system, and one quoted $35,000.00 and one quoted $29,000.00, and each contractor recommended the city go with the three coat system. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 3:52 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE May 9, 2005 4:35 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Greenwood, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The following bids received for security services at city ramps were reviewed: Per Hour Bidder Bid Amount Par Mar Security $11.30 Manpower, Inc. $10.65 —disqualified not licensed Superior Security $13.50 City &National Employment $20.00 The bid from Manpower, Inc. was disqualified because the Iowa Department of Public Safety requires that a person who contracts for private security business must be licensed by the Iowa Department of Public Safety, which Manpower, Inc. is not licensed. It was the recommendation of the City Clerk that the bid from Par Mar Security of Waterloo, Iowa in the amount of$11.30 per hour be accepted. Moved by Greenwood, seconded by Cole that said recommendation be approved. Ayes: Three. Motion carried. The following bids received for parking cashier services at the West 5t" Street/Convention Center ramp were reviewed: Per Hour Bidder Bid Amount Manpower, Inc. $8.28 City &National Employment $8.61 Sedona Staffing $9.90 It was the recommendation of the City Clerk that the low bid from Manpower, Inc. in the amount of $8.28 per hour be accepted. Moved by Cole, seconded by Greenwood that said recommendation be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:38 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE May 2, 2005 4:20 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Kincaid, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. An agreement with Harvest Vineyard Church to lease a portion of property located at 303 Jefferson Street for $1,400.00 per month was reviewed. Harvest Vineyard Church proposes to lease approximately 5,000 square feet for $1,400.00 per month including utilities. The lease period is for thirty days with automatic extensions for thirty days. Moved by Cole, seconded by Kincaid that said agreement be approved. Ayes: Two. Absent: Greenwood. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Kincaid that the meeting be adjourned at 4:25 p.m. Ayes: Two. Absent: Greenwood. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE April 25, 2005 4:15 p.m. Council Chambers Members present: Chairperson Kincaid, Cole. Members absent: Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of John Gavin to purchase city-owned bricks located along the Hawthorne site at a cost of$1,000.00 was reviewed. Mr. Gavin has purchased bricks from the city that were located in the parking lot of the UNICUE site and at the former Weisman site near University and Falls Avenues. Mr. Gavin owns Gavin Historical Bricks, a business that sells historical type bricks. At this time Mr. Gavin is requesting to purchase bricks located on city-owned property along the Hawthorne site. Mr. Gavin's crew would separate the bricks from any dirt and debris and transport them away from the site. The city has no apparent current or future need for the bricks. Moved by Cole, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Kincaid that the meeting be adjourned at 4:17 p.m. Ayes: Two. Absent: Greenwood. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE April 11, 2005 4:50 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to seek bids for three humidifier units for the Waterloo Public Library was reviewed. The present units failed about three years ago and maintenance staff has been repairing and putting in new parts, but complete failure has occurred. A complete overhaul of the three units would far exceed the price of new units. The estimated cost of replacement is $12,000.00, and CIP funding would be used to purchase the units, with installation by city staff. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:53 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE April 4, 2005 4:55 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the City Clerk for authorization to seek bids for security services at city parking ramps was reviewed. The security services is for areas in and around the E. 5th Street Ramp, E. Park Avenue Ramp, West Side Parking Ramp and the Fourth Street Bridge Walkway between the hours of 8:00 p.m. and midnight, seven days per week. The services include: a person to walk the ramps and surrounding adjacent areas as well as the common traveled routes to and from said ramps, checking for suspicious person and/or activities, and checking and insuring that all storage areas, cashier booths and offices are properly secured. The contract is for two years but may be renewed for an additional year at a mutually agreed upon price. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. The request of the City Clerk for authorization to seek bids for parking cashier services at the West 5th Street/Convention Center ramp was reviewed. The services include: personnel to attend the booth operations, operate the cash register, take in customer receipts, answer or direct pubic inquires to the proper party, report malfunctions and monitor security. Attendants are stationed at the ramp between 6:00 a.m. and 10:00 p.m. Monday through Saturday. The contract is for two years, but it may be renewed for an additional year at a mutually agreed upon price. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:57 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE March 28, 2005 4:55 p.m. Council Chambers Members present: Greenwood, Cole. Members absent: Kincaid. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Two. Absent: Kincaid. Motion carried. The request of the City Clerk and MIS Director for authorization to seek RFPs for long-distance carrier for city buildings was reviewed. The current contract with MCI WorldCom for long- distance phone calls made from all city buildings and locations expires on June 3, 2005. Request for Proposals will be sent to AT&T, Sprint and MCI World Corn. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Two. Absent: Kincaid. Motion carried. The request of the City Clerk and MIS Director for authorization to seek RFPs for local telephone carrier for city buildings was reviewed. The current contract with McLeod USA for local telephone service at all city locations expires on September 1, 2005. Request for Proposals will be sent to Qwest and McLeod USA. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Two. Absent: Kincaid. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 4:58 p.m. Ayes: Two. Absent: Kincaid. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE February 28, 2005 4:50 p.m. Council Chambers Chairperson Kincaid called the meeting to order at 4:55 p.m. Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to upgrade equipment and building at the Five Sullivan Brothers Convention Center at a cost of$102,200.00 was reviewed. Much of the equipment at the Center is as old as the building, and in an effort to not let things fall into a complete state of disrepair, $150,000.00 in CIP funding has been budgeted to upgrade the building and equipment. Lou Cutwright, Building Official/Maintenance Administrator, has been working with Dennis Law, Convention Center Manager, to set up a three-year plan to maximize the use of city dollars and support the Center for maximum effect. Mr. Cutwright is requesting authorization to move forward with the FY05 dollar amount of $102,200.00 to address a priority list to upgrade equipment and the building. Items on the list will be competitively bid and brought back to the Finance Committee for authorization to purchase. The management corporation, Hostmark, has national accounts and will also bid items. Moved by Cole, seconded by Greenwood that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 5:01 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk --. ..� BUILDING & GROUNDS COMMITTEE February 21, 2005 4:50 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Curator of the Cultural & Arts Commission for authorization to seek proposals from artists and designers for an outdoor sculpture project for the Five Sullivan Brothers Convention Center at an estimated cost of $50,000.00 to be funded with grant funds was reviewed. The Public Art Committee of the Waterloo Cultural &Arts Commission has been in the process of scouting potential sites for public art projects within the community. The Five Sullivan Brothers Convention Center has been identified as the number one priority for a major outdoor sculpture project. The commission believes that the project will greatly enhance the convention center, and it is part of a larger plan to improve the downtown area through a series of public art initiatives. The Public Art Committee proposes to commission one-of-a-kind, site specific artwork for the grounds of the Five Sullivan Brothers Convention Center. A budget of $50,000.00 has been set for artist fees, fabrication, shipping/transportation, travel and installation costs. Grant requests are being prepared for submission to the Iowa Department of Cultural Affairs and Community Foundation of Waterloo, Cedar Falls and Northeast Iowa to support the cost of the project. Additional funding is being solicited by members of the Public Art Committee. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:52 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING & GROUNDS COMMITTEE February 14, 2005 4:20 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood. Members absent: Cole. Moved by Greenwood, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Cole. Motion carried. A one-year service contract and statement of work with Communications Engineering Company of Cedar Rapids, Iowa for the Intelix sound system for the Five Sullivan Brothers Convention Center was reviewed. A new sound system was installed in the Five Sullivan Brothers Convention Center during the major renovation of the building. The initial cost of the system was $150,000.00, and after the warranty expired, the city supported the system with about $6,000.00 additional dollars for technical labor and some software updates. The situation was brought to the attention of Gilmor & Doyle, the mechanical design engineers for the project. Gilmor & Doyle has been working very closely with Five Sullivan's management and a new service provider, Communications Engineering Company (CEC), for the Intelix sound system. After investigation and testing, Gilmor& Doyle and CEC have corrected the situation. Justin Doyle, of Gilmor & Doyle, reviewed installation of the system. The system operated without a service call for 13 months. The problem was fixed, and the system is running smoothly. Staff at the Center were not trained on the system, which could have caused some of the problems. Mr. Doyle stated that staff needs to have an avenue for calls for service. The contract offered by CEC will give staff a contact for customer support services, guarantee response time and preventative maintenance. Mr. Doyle noted that the new sound system is very complicated, and it would be advantageous for the city to have a service contract. Mr. Doyle reported that the new system had a one-year warranty on all parts and labor from the date of substantial completion. The repairs on the new system were after the one-year warranty expired. Bob Goerdt, of CEC, reported the service contract will provide a customer support service center. Once CEC is contacted ,the city is offered a callback within two hours and a Technician onsite within four hours. CEC labor to repair listed items from normal use and service is included with the service contract. Parts replacement is not included in the service contract, but CEC offers priority shipping for parts ordered. Councilperson Greenwood asked if a local vendor, such as DB Acoustics or Cedar Valley Alarm, would be able to perform the technical service. Lou Cutwright, Building Official/Maintenance Administrator, replied that there are no local authorized Intelix dealers. Councilperson Greenwood stated he was disturbed at the time of the repairs to the sound system because there was a vendor in town who wanted to work on the repair, but Gilmor & Doyle would not let him because he is not an authorized vendor. Mr. Gilmor responded the people who bid on the system had installed sound systems at NFL stadiums. Mr. Gilmor stated they made the decision based on the best interest of the city. Mr. Gilmor stated he hesitates to say it was an installation problem when it could have been caused by users. Councilperson Greenwood stated he feels the city could use a local vendor, and he would like Maximum Sight & Sound to provide the service contract so we would have a local vendor. Mr. Gilmor stated that the Intelix system is a highly complicated system and MidState and CEC have experience with this system. Mr. Gilmor stated he will talk to Maximum Sight& Sound. Councilperson Welper stated that two years ago, the city agreed to pay $100,000.00 for the new sound system and now we find out the system is trashed. Mr. Gilmor responded that the hardware and software for the system are fine, but it is his understanding that a user at the Five Sullivan Brothers Convention Center tried to do things on the system which caused the problems. Mr. Gilmor stated it is not a defective problem or system design problem. Mr. Gilmor highly recommended that access to the system be restricted and staff be trained. .► 1r 1•Ta1D 43 l.Ia)iog Xouum •pauzvo uorlow •aio3 :luasgy •om j :saACy •urd Zi,:{,1p paurnofpu aq 2unaaur all Imp ptuour}i Xq papuooas `poomuaarj Xq panour sum IT `aalliururoo all a.rojaq ssauisnq Jogilanj ou gl!JY1 •pau.zeo uoilow •010D :WOW •om1 :saky •loe.uuoo ao!mas all apinord pinoa oqm.zapap poi t Si wail alapsanu! of 3100m auo .Joj paiqm aq loi uoo all Imp pu our}I i(q papuooas `poomuaaLD Xq pa/tow •.raieap maw' pazuorilne ue a.z1 /Card palls 1pJaoD •JAI gels .JoJ 211WIE'JI 30n00 lou saop lnq `aoueualureui anrluanatd imnuu1 sari `ORB.ianoo L/bZ apinozd pinom Dgp rprm loizluoo all palrodai 1paaoD •.IV •aaXoidura aril Xq pasnio a.zam suraigord am JooJd luaoiad 00 i an1q lou op am lnq 'PI epeureZl all ijtq Xigissod pinoo Clio aril lull papuodsaa 142uminD •zyNI •srredaz alp jo lsoo all.ioj uratp iiiq am pip `saaXoiduia uuj upiurej Xq pasnio a ram suraigoid all jt paNsie poomuaaJD uosladiiouno3 •suzaigoid aql.iruda.r of ur paiieo sum alelspii^I uagm sum leuj •maisiCs oqi do passauu pug saunil lurBoidaz of pain oq puu aaXoiduza mau all palquil auo ou 'urn epi3uxeli pm luauriCoidura uai uralsXs amp as mgo ui uosiad aril uarim lnq `sq uom £i .ioj uralsXCs all pm sumaigo.id ou aaam wail palls Iq$umin3 •11A1 Z abed SOOZ `tI (nrugad aallrururo3 spunoJO ag 2urpimg BUILDING& GROUNDS COMMITTEE February 7, 2005 4:00 p.m. Council Chambers Members present: Chairperson Kincaid, Welper. Members absent: Greenwood, Cole. Moved by Welper, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood, Cole. Motion carried. The request of the City Planner to approve a one-year lease with the Iowa Department of Transportation for the parking lot underneath elevated Highway 218 was reviewed. The parking lot was built with grant funds to provide parking needs near the central business district. As part of that project, the city entered into an agreement with the Iowa Department of Transportation (IDOT) to lease the space under the viaduct for $3,300.00 per year. In recent discussions with staff, the IDOT proposed raising the amount of the lease to $5,000.00 per year. The IDOT believed the number of parking spaces in this area might justify an increase due to the revenue the city was making for its leased stall. Staff calculated the numbers of leased stall for the IDOT to show there is not a large number of parkers using the parking area. The city is leasing 20 stalls at $15.00 per month for a total of $3,600.00 per year and incurring approximately $2,850.00 for striping, snow removal and sweeping per year in addition to paying the IDOT $3,300.00 per year. The city was actually losing $2,550.00 per year. Due to the low volume of monthly leased stalls, the IDOT suggested a mutual benefit agreement lease to allow the city to lease the area at no cost and not charge for vehicles to park in the lot. The IDOT and city hope to attract more people to the viaduct parking. The lease agreement with the IDOT is for one year. Moved by Welper, seconded by Kincaid that said request be approved and forwarded to the full council. Ayes: Two. Absent: Greenwood, Cole. Motion carried. Council members discussed potential abuse of the free parking and expressed concern for enforcement of the free parking. It was suggested that enforcement and signage issues be reviewed prior to forwarding the agreement to the full council. The request of the City Clerk to approve the bid received from Apollo Energy Systems in the amount of$8,770.00 for window filming at Veterans Memorial Hall and shades and wash and make minor repairs to screens and storm windows was reviewed. The Memorial Hall Commission solicited bids for window filming at Veterans Memorial Hall and received the following bids: Bidder Bid Amount Clear View Service,Inc. $6,500.00 Apollo Energy Systems $6,084.00 In addition, Apollo Energy Systems submitted a bid in the amount of$911.00 for shades for five windows on the second floor and $2,000.00 to wash windows and make minor repairs to the screens and window. The total cost for the project is $8,770.00. The Exchange Club is donating the total cost of the project with money raised during the Healing Fields event held at Memorial Hall. Moved by Welper, seconded by Kincaid that said request be approved. Ayes: Two. Absent: Greenwood, Cole. Motion carried. With no further business before the committee, it was moved by Welper, seconded by Kincaid that the meeting be adjourned at 4:11 p.m. Ayes: Two. Absent: Greenwood, Cole. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMIT 11,E January 24, 2005 4:05 p.m. Council Chambers Members present: Chairperson Kincaid, Greenwood, Cole. Moved by Cole, seconded by Greenwood that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. The request of the Building Official/Maintenance Administrator for authorization to expand the Men's Police Locker Room Project to include the Tactical Unit area was reviewed. The men's locker room area has been opened up with the demo of a wall, etc. After reviewing the available space, the suggestion was made to bring the Police Tactical Unit into the area. The area vacated by the Tactical Unit will become homicide storage area. The estimated cost to include the Tactical Unit is $24,200.00. There is presently $101,541.00 CEP funding for the Police Department and City Hall improvements. With the initial estimate of$80,000.00 for the original locker room remodel and the additional $24,200.00 for the Tactical Unit area, about $4,000.00 will need to be reallocated from existing bond funds, which is available in the City Facilities Roofs line item. There is $100,000.00 budgeted for roof repairs. This spring a contract will be let for roof repairs at two fire stations,the Council Chambers and other areas. Councilperson Clark asked if it would be better to bid the Tactical Area rather than tie it to the Men's Police Locker Room Project. Lou Cutwright, Building Official/Maintenance Administrator, responded most of the cost for the Men's Police Locker Room Project is the purchase of about 72 lockers. With this addition, the city will be purchasing 100 lockers. Kidder Construction was the low bidder on the project, with a bid $3,000.00 lower than the other bidders. Moved by Greenwood, seconded by Cole that said request be approved. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Greenwood, seconded by Cole that the meeting be adjourned at 4:11 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk BUILDING& GROUNDS COMMITTEE January 10, 2005 4:45 p.m. Council Chambers Members present: Chairperson Kincaid, Cole, Greenwood. Moved by Cole, seconded by Kincaid that the Agenda, as proposed, be approved. Ayes: Two. Absent: Greenwood. Motion carried. The request of Ron Weber to release the reversion clause on property generally located at the northwest corner of Highway 218 and West 11th Street was reviewed. The council recently took action to extend the timeline for a commercial building to be built upon land generally located at the northwest corner of Highway 218 and West 1 lth Street to July 1, 2005. The city sold the property to Ron Weber in 2003 for$9,330.00. At that time, using the price per square foot of other property in the area, staff estimated the value of the property at$18,424.00. Mr. Weber proposed to buy it at the city's original payment price in 1991, with the stipulation that he would construct, or cause to be constructed, a commercial building upon the land within two years which would more than pay the difference in the purchase price. To date, a building has not been built on the property. Mr. Weber is now working to sell the land to Rick Brown, an adjacent property owner. Mr. Brown also purchased some land from the city at the southwest corner of Jefferson and West 11th Streets. Mr. Brown is still working on his project to meet a similar timeline upon the property. Mr. Weber contends his land is not saleable with the reversion in place. Staff has hand conversations with Mr. Weber that he could request to extend the timeline slightly or offer to pay the difference in the original value versus his purchase price. Mr. Weber has not offered to pay this difference. Mr. Weber's request to release the reversion does not meet the City of Waterloo Sale of Property Policy. Ron Weber stated that in November 2003 he had a stroke, which is one of the reasons he would like to sell his property to Mr. Brown. Mr. Weber decided to sell the property to Mr. Brown in November 2003 and gave him a six month option. On July 31, 2004, he sold the property to Mr. Brown and Mr. Brown said he would close on the property on November 15, 2004. On November 15, 2004, Mr. Brown asked for an extension to purchase the property. Mr. Weber asked the committee to release the reversion clause so that the property can be sold to Mr. Brown so he can build on the property this year and not lose another construction season. Councilperson Kincaid asked Mr. Weber if he would be willing to give to the city any funds received from the sale over the $9,330.00 he paid the city for the property, and Mr. Weber responded no he would not. Councilperson Greenwood now present at 4:53 p.m. Noel Anderson, City Planner, reported that both Mr. Weber and Mr. Brown have said extending the time period to develop the land is not an option. Don Temeyer, Community Planning and Development Director, reported that the council has given Mr. Weber one extension of the original date of required construction to July 1, 2005. Mr. Weber stated that Mr. Brown's attorney says the reversion clause is holding up development of the property. Mr. Weber asked the city to work with Mr. Brown on his development. Mr. Weber stated that a $500,000.00 investment by Mr. Brown on the property would mean $22,000.00 in taxes for the city and county. Moved by Greenwood, seconded by Cole that the request of Ron Weber to release the reversion clause on property generally located at the northwest corner of Highway 218 and West 11 th Street be denied. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Cole, seconded by Greenwood that the meeting be adjourned at 5:00 p.m. Ayes: Three. Motion carried. Nancy Eckert City Clerk